Data Retention Policy
Important information about using Megabit Cloud services.
Megabit Cloud is a brand of Gewape Cloud (Pty) Ltd, a company registered in South Africa with the business registration number 202287013807.
Our registered office is located in Johannesburg, Gauteng, South Africa.
1. Purpose
The purpose of this Data Retention Policy is to establish guidelines for the retention, storage, and disposal of data collected and maintained by Gewape Cloud (Pty) Ltd, trading as Megabit Cloud. This policy ensures compliance with applicable laws and regulations while optimizing data management practices.
2. Scope
This policy applies to all data collected, processed, and stored by Megabit Cloud, including but not limited to customer information, transaction records, operational data, and backup data. It covers all employees, contractors, and third-party service providers who handle or have access to this data.
3. Data Classification
Data will be categorized into the following types for retention purposes:
3.1. Customer Data
Information collected from customers, including personal details and transaction history.
3.2. Financial Records
Documents and records related to financial transactions and accounting.
3.3. Backup Data
Copies of data stored for recovery purposes, including websites, emails, and cloud data.
3.4. Domain Data
Information related to domain name registrations is governed by the policies of the respective domain registries.
4. Retention Periods
4.1. Customer Data
Retained for 6 months after the service became inactive. After this period, the data will be securely deleted unless further retention is required for legal or regulatory reasons.
4.2. Financial Records
Retained for 10 years to comply with financial regulations and audits. After this period, the records will be securely deleted.
4.3. Backup Data
Retained for a maximum of 30 days upon termination of services. If a client changes their mind and requests data restoration within this period, applicable restoration fees will be charged as per our pricing policy.
4.4. Domain Data
Domain name data will be governed by the domain policy as per the respective domain registry’s regulations.
5. Storage and Security
Data will be stored securely using industry-standard encryption and access controls to protect against unauthorized access, loss, or theft. Regular audits will be conducted to ensure compliance with this policy and to assess the effectiveness of data security measures.
6. Data Disposal
Once the retention period for any data has expired, it will be securely disposed of in a manner that prevents unauthorized access or recovery. This may include:
- Physical Destruction: For physical records, shredding or incineration will be used.
- Digital Deletion: For electronic data, secure deletion methods will be employed to ensure data cannot be recovered.
7. Responsibilities
- Data Owners: Department heads are responsible for ensuring compliance with this policy within their respective areas and for identifying the data they manage.
- IT Department: Responsible for implementing data security measures, conducting audits, and ensuring secure data disposal.
- Compliance Officer: Responsible for monitoring adherence to this policy and for staying informed about applicable laws and regulations.
8. Policy Review and Updates
This Data Retention Policy will be reviewed annually or as needed to ensure it remains compliant with applicable laws and regulations. Updates will be communicated to all employees and relevant stakeholders.
9. Compliance
Failure to comply with this Data Retention Policy may result in disciplinary action, including termination of employment or contracts, as well as potential legal consequences.
For any questions or clarifications regarding this policy, please contact the Compliance Officer via email at dpo[at]megabitcloud.com.