CloudTask Data Retention Policy

 

HOW CLOUDTASK RETAINS DATA WE COLLECT

We collect data as you use CloudTask services and website. What we collect, why we collect it, and how you can manage your information are described in our Privacy Policy. This retention policy describes why we hold onto different types of data for different periods of time.

Some data you may ask us to delete whenever you like, some data is deleted automatically, and some data we retain for longer periods of time when necessary.

RECORD RETENTION AND DESTRUCTION POLICY

PURPOSE

The purpose of this Policy is to ensure that necessary records and documents of CloudTask, are adequately protected and maintained and to ensure that records that are no longer needed by CloudTask or are deemed to be of no value are discarded at the proper time.  This Policy is also for the purpose of aiding employees of CloudTask in understanding their obligations in retaining electronic documents - including e-mail, web files, text files, sound and video files, PDF documents, and all Microsoft Office or other formatted files with personally identifiable information, as well as sensitive information.

POLICY

This Policy represents CloudTask’s policy regarding the retention and disposal of records and the retention and disposal of electronic documents.

ADMINISTRATION

CloudTask keeps a very meticulous Record Retention Schedule that is approved as the initial maintenance, retention and disposal schedule for online records of CloudTask and the retention and disposal schedule of electronic documents.  The data protection officer (the “DPO”) is the officer in charge of the administration of this Policy and the implementation of processes and procedures to ensure that the Record Retention Schedule is followed.  The DPO is also authorized to do the following: make modifications to the Record Retention Schedule from time to time to ensure that it is in compliance with local, state and federal laws and includes the appropriate document and record categories for CloudTask.; monitor local, state, federal laws and international laws affecting record retention; annually review the record retention and disposal program; and monitor compliance with this Policy. For more information on our data retention schedule send us a request email info@cloudtask.com

 

RETENTION PERIOD FOR PERSONAL DATA

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:

  • to provide you with the services you have requested;
  • to comply with other law, including for the period demanded by our tax authorities
  • to support a claim or defence in court.

HOW DO WE PROTECT YOUR INFORMATION

Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems, and are required to keep the information confidential. We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of your personal information.


SENSITIVE INFORMATION

We ask that you not send or disclose any sensitive PII (e.g., social security numbers, information related to racial or ethnic origin, political opinions, religion or other beliefs, health, criminal background, or trade union membership) to us.


TRANSPARENCY AND CHOICE


We retain your personal data for as long as is necessary for the purpose for which it was collected, or as required or permitted for legal and regulatory purposes and legitimate business purposes. In general, we hold this information for a period of seven years, unless we are obliged to hold it for a longer period under law or applicable regulations.

If you so request to have your information deleted, we will promptly remove your personal data from our system (such as your name, postal address, e-mail address and phone number) and other preferences associated with your account. However, we may retain copies of your personal data as explained above.


People have different privacy concerns. Our goal is to be clear about what information we collect, so that you can make meaningful choices about how it is used. For example, you can.


You may also set your browser to block all cookies, including cookies associated with our services, or to indicate when a cookie is being set by us. However, it’s important to remember that many of our services may not function properly if your cookies are disabled. For example, we may not remember your language preferences.

INFORMATION RETAINED FOR EXTENDED TIME PERIODS FOR LIMITED PURPOSES

Sometimes business and legal requirements oblige us to retain certain information, for specific purposes, for an extended period of time. For example, when CloudTask processes a payment for you, or when you make a payment to CloudTask, we’ll retain this data for longer periods of time as required for tax or accounting purposes. Reasons we might retain some data for longer periods of time include:

  • Security, fraud & abuse prevention
  • Financial record-keeping
  • Complying with legal or regulatory requirements
  • Ensuring the continuity of our services
  • Direct communications with CloudTask
  • Enabling safe and complete deletion

When you ask us to delete your data from our records, we immediately start the process of removing it from our systems. We then begin a process designed to safely and completely delete the data from our storage systems. Safe deletion is important to protect our users and clients from accidental data loss.

Complete deletion of data from our servers is equally important for users’ peace of mind. This process generally takes around 2 months from the time of deletion. This often includes up to a month-long recovery period in case the data was removed unintentionally.

Each CloudTask storage system from which data gets deleted has its own detailed process for safe and complete deletion. This might involve repeated passes through the system to confirm all data has been deleted, or brief delays to allow for recovery from mistakes. As a result, deletion could sometimes take longer when extra time is needed to safely and completely delete the data.

Our services also use encrypted backup storage as another layer of protection to help recover from potential disasters. Data can remain on these systems for up to 6 months.

As with any deletion process, things like routine maintenance, unexpected outages, bugs, or failures in our protocols may cause delays in the processes and timeframes defined in this article. We maintain systems designed to detect and remediate such issues.

SUSPENSION OF RECORD DISPOSAL IN EVENT OF LITIGATION OR CLAIMS

In the event CloudTask is served with any subpoena or request for documents of clients or any employee becomes aware of a governmental investigation or audit concerning CloudTask. or the commencement of any litigation against or concerning CloudTask, such client or employee shall inform the DPO and any further disposal of documents shall be suspended until such time as the DPO, with the advice of counsel, determines otherwise. The Administrator shall take such steps as are necessary to promptly inform all staff of any suspension in the further disposal of documents.

APPLICABILITY

This Policy applies to all electronically held records generated in the course of CloudTask’s operation, including both original documents and reproductions.  It does not apply to independent contractor records as we rely upon the governing boards of third party vendors to set appropriate retention policies for their data.

LEGAL COMPLIANCE

Under the Fair Labor Standards Act (FLSA), employers are required to keep payroll records for nonexempt employees for three years. Payroll records for nonexempt employees include employer copies of pay stubs or proof of wage payments, proof of overtime wages paid, straight-time and overtime hours worked, payroll deductions and other wage-related materials. The record keeping requirements for salaried, exempt employees differ slightly, only because exempt employees aren't entitled to overtime and therefore you wouldn't have proof of overtime paid. The FLSA requires that employers maintain nonexempt records for three years from the employment termination date.  Additionally, The U.S. Equal Employment Opportunity Commission (EEOC) requires you to maintain all employment records for one year from the employee's termination date. For purposes of the Age Discrimination in Employment Act (ADEA), you need to keep payroll records for the same length of time required under the FLSA.