Data Retention & Deletion Framework
How certification and candidate records are retained, reviewed, deleted or anonymised.
Retention principle
Personal information must not be kept for longer than necessary for the purpose for which it is processed. United Knowledge Group uses a controlled retention schedule rather than indefinite retention.
Record categories
Different periods may apply to account records, unsuccessful applications, identity evidence, assessment records, certification decisions, active/expired credentials, complaints/appeals, financial records, security logs and legal-claim records.
Credential integrity
Some minimum certification and decision records may need to be retained for the credential lifecycle and a defined period afterwards to support verification, fraud prevention, auditability and legitimate legal needs. This does not justify retaining every source document for the same period.
Identity documents
Identity-document images should be retained only for the period justified by the identity-verification, dispute, fraud-prevention or legal purpose. Where a verification result is sufficient, the source image should be deleted earlier when appropriate.
Deletion and anonymisation
At the end of the approved period, records are deleted securely or anonymised unless a documented legal hold or other lawful need applies. Retention actions are logged.
Default operational schedule
Unless a longer lawful hold or a shorter legal requirement applies, UKG targets: identity source files—deletion or minimisation within 90 days after verification; unsuccessful application documents—24 months; contract, payment, application, decision, credential, complaint and appeal records—up to 6 years after the relevant relationship or credential ends; security and access logs—normally 12 months. Reviews are recorded and deletion may preserve only a minimal audit fact and hash where necessary.