Same Day Courier 247 Ltd
Company no. 16300645 · Registered office: 20 Wenlock Road, London, N1 7GU
How Same Day Courier 247 Ltd retains business and personal information and securely disposes of it when it is no longer required.
1. Purpose
Same Day Courier 247 Ltd will retain business and personal information only for as long as it is reasonably required for operational, contractual, legal, accounting, insurance or regulatory purposes.
This policy applies to information held electronically, on paper, in email accounts, on mobile devices, in cloud systems, within transport-management systems and by service providers acting for the Company.
2. Principles
The Company will:
- Identify the reason information is held.
- Avoid retaining information indefinitely without justification.
- Apply standard retention periods where practical.
- Periodically review stored information.
- Securely delete, destroy or anonymise information when it is no longer required.
- Suspend routine deletion where information is relevant to a claim, dispute, investigation or legal hold.
Baseline retention periods
The periods below are baseline periods. Information may be deleted earlier where it is no longer needed or kept longer where there is a documented legal or operational reason.
3. Basic retention schedule
| Record category | Normal retention period |
|---|---|
| Unsuccessful quotations and general enquiries | 12 months after the last meaningful contact |
| Customer bookings, transport instructions, delivery records and proof of delivery | 6 years after completion of the relevant service |
| Customer and supplier contracts, account records and material business correspondence | 6 years after the relationship or contract ends |
| Invoices, payment records, accounting and tax records | 6 years after the end of the relevant accounting period, or longer where legally required |
| Claims, complaints, loss, damage, misdelivery, insurance and incident files | 6 years after closure, or longer while a claim, investigation or proceeding remains possible or active |
| Driver, owner-driver, subcontractor and supplier due-diligence records | Duration of the relationship plus 6 years |
| Vehicle, licence and insurance records | Duration of their validity and ordinarily 6 years after the relevant relationship or incident |
| GPS, route and telematics information | Normally up to 12 months, unless required for a complaint, claim, security investigation or legal obligation |
| CCTV and dashcam footage | Normally up to 30 days, unless footage is required for an incident, complaint, claim or investigation |
| Unsuccessful recruitment records | Normally 6 months after the recruitment decision |
| Employee and worker records | In accordance with applicable employment, payroll, tax and limitation requirements, normally up to 6 years after employment ends |
| Data-subject requests and data-protection complaints | Normally 3 years after closure |
| Marketing contact information | Until consent is withdrawn, an objection is received or the information is no longer reasonably current |
| Marketing suppression records | Limited information may be retained for as long as necessary to respect the opt-out |
| Routine emails with no continuing business value | Deleted when no longer required, normally within 2 years |
| System backups | Retained until overwritten through the normal backup cycle and not used for routine access |
4. Claims and legal holds
Normal deletion must be suspended where information is relevant to:
- An actual or anticipated legal claim.
- A customer complaint.
- A loss or damage investigation.
- An insurance claim.
- A regulatory or police investigation.
- A data-protection request or complaint.
- Another formal dispute.
Duration of a legal hold
Relevant records must be retained until the matter has concluded and any appropriate further retention period has expired.
5. Secure disposal
Paper records containing confidential or personal information must be securely shredded or placed in an approved confidential-waste process.
Electronic records must be securely deleted or made inaccessible using appropriate system controls.
Equipment and storage media must be securely wiped or destroyed before disposal or reuse where they contain Company or personal information.
6. Service providers
Where an external provider stores or processes Company information, the Company will take proportionate steps to ensure that:
- Appropriate confidentiality and security obligations apply.
- Retention instructions are communicated where necessary.
- Information is returned or securely deleted when the service ends, subject to lawful retention requirements.
7. Responsibilities
Directors and relevant managers are responsible for implementing this policy.
All persons working for or on behalf of the Company must:
- Store records in authorised locations.
- Avoid creating unnecessary duplicate records.
- Comply with applicable retention periods.
- Not destroy information relevant to a current dispute or investigation.
- Report suspected loss, unauthorised destruction or disclosure promptly.
8. Review
The retention schedule will be reviewed at least annually and whenever there is a significant change to the Company's services, systems or legal obligations.
Approval
This policy was approved on behalf of Same Day Courier 247 Ltd.
| Director's name | Date | Version |
|---|---|---|
| Yogen Limbu | 27 August 2026 | 1.0 |
Questions about this policy can be sent to transport@samedaycourier247.com.
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