Learn about Keydok’s data retention policies


This Policy applies to all Keydok’s employees, in every country or region in which Keydok delivers its services.Its aim is to set the guidelines for treatment of business information regarding how long it needs to be kept complying with local and international regulations, and how to dispose of it when it is no longer needed.For this purpose, Keydok classifies its information in four broad categories:

  • Information that Keydok is legally required to keep for certain periods of time.
  • Business, projects, and operational information.
  • Other kind of information generated throughout the day-to-day operations.
  • Personal information and other not related to business.

Comply with this Policy is compulsory. Fail to follow these guidelines can result in disciplinary and/or legal actions.


  • When retention terms are legally required for information of certain kinds

Documents and other relevant information assets, whether in physical or digital formats, will be retained according with local and international appliable regulations.

Once the appliable retention terms have been reached, the information items should be eliminated.

  • Business projects and operational information

Information in this category will be retained for as long as it is needed attending to each project requirements or to perform the relevant operational functions and duties.

Depending on the particularities for each case, the term for retention will be defined by the project or operational responsible.

Retention terms for this kind of assets will be no longer than 5 years, but exceptions could be made if enough justification is provided, and a written authorization is issued by the CEO.

  • Other kind of information generated throughout the day-to-day operations

Any other information not included in the previous two categories would be eliminated as soon as possible, in any case not after 60 days.

Proper storage of information

  • Documents

Each area is responsible for the adoption of proper document management and storage during the term of retention.

  • Electronic Information

Every electronic information asset should be kept into Keydok’s infrastructure and/or equipment, for which related Security Policies will apply.

Disposal of information after reaching the end of the retention terms

  • Physical Documents

Every document containing confidential or reserved information should be physically shredded.

  • Electronic Information

For electronic information assets, Secure Erasure Policy will apply.

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