1. Purpose
This Data Retention Policy explains how long HR Innovate Hub retains different categories of personal and organizational data, and the criteria used to determine retention periods. Our approach is to retain data only for as long as necessary to fulfill the purpose for which it was collected, or as required by applicable law.
2. Retention Schedule
| Data Category | Retention Period | Basis |
|---|---|---|
| Candidate CVs and profiles (active) | 3 years from last contact or last active mandate | Legitimate interest / consent |
| Candidate CVs and profiles (placed) | 5 years from placement date | Contractual / legal |
| Client contact information | 5 years from last engagement | Legitimate interest |
| Signed engagement agreements | 7 years | Legal / regulatory |
| Invoice and financial records | 7 years | Tax / legal obligation (CRA, ATO) |
| Website contact form submissions | 2 years | Legitimate interest |
| Email communications | 3 years | Legitimate interest |
| Website analytics data (aggregated) | 26 months (Google Analytics default) | Legitimate interest |
| Marketing consent records | Duration of consent + 2 years | CASL / GDPR compliance |
3. Criteria for Determining Retention Periods
Where a specific retention period is not defined above, we determine appropriate retention based on:
- The purpose for which the data was originally collected
- The nature and sensitivity of the data
- Legal, regulatory, and contractual obligations in applicable jurisdictions (Canada, Australia, UK/EU, USA)
- Potential need for the data in connection with legal proceedings or disputes
- Guidance from relevant data protection authorities
4. Secure Deletion
When data reaches the end of its retention period or when a deletion request is granted, we securely delete or anonymize the data in a manner that prevents recovery. For digital records, this involves secure overwriting or cryptographic erasure. For any physical records, secure destruction methods are used.
5. Data Subject Rights
Individuals whose data we hold have the right to request access, correction, or deletion of their personal data at any time, subject to any overriding legal obligations we may have to retain certain records. Requests can be submitted to info@hrinnovatehub.com and will be actioned within 30 days.
6. Cross-Border Considerations
HR Innovate Hub operates across Canada, Australia, and serves clients in EMEA. Retention practices comply with PIPEDA (Canada), the Privacy Act 1988 (Australia), and GDPR where applicable. Where laws conflict, we apply the more protective standard.
7. Contact
Email: info@hrinnovatehub.com · Phone: +1 249 505 0680
Address: 2531 King George Hwy, Surrey, BC V3W 4E3, Canada