Delegates’ Data Destruction Policy
Eurasia Educational Dynamics (EED) is committed to ensuring the privacy and security of personal information provided by our delegates. This Delegates’ Data Destruction Policy outlines our procedures for the secure disposal of delegate information once it is no longer needed.
Scope: This policy applies to all personal information collected from delegates during their engagement with EED, including but not limited to passport information, flight details, and any other sensitive data provided for programme participation.
Policy:
- Retention of Non-Sensitive Data: Personal data deemed non-sensitive, including delegates’ names and the group they are affiliated with for programme purposes, may be retained for future programme-related communications and record-keeping purposes.
- Disposal of Sensitive Data: All sensitive personal data collected from delegates, including passport information, flight details, and any other confidential information provided for programme participation, will be securely disposed of within 30 days after the conclusion of the programme.
- Secure Disposal Process: EED will employ secure methods to ensure the permanent and irretrievable destruction of sensitive delegate data within the specified timeframe. This may include shredding physical documents containing personal information and using data erasure techniques to securely delete electronic records from our systems.
- Responsibility and Accountability: Our designated personnel will oversee the data destruction process to ensure compliance with this policy. All staff members involved in data handling are responsible for adhering to the established procedures for data disposal within the stipulated 30-day timeframe.
- Documentation and Records: EED will maintain records documenting the destruction of sensitive delegate data, including the date of disposal, the method used, and the individual responsible for overseeing the process. These records will be retained for internal auditing and compliance purposes.
Compliance: Non-compliance with this policy may result in disciplinary action, up to and including termination of employment or contractual relationship with EED. All staff members and contractors are required to familiarise themselves with and adhere to this policy.
Review and Revision: This Delegates’ Data Destruction Policy will be reviewed periodically to ensure its effectiveness and relevance. Any necessary revisions will be made in accordance with changes in organisational practices or regulatory requirements.
By adhering to this policy, EED demonstrates its commitment to protecting the privacy and confidentiality of delegate information while maintaining the highest standards of data security and compliance.