Policy: Data Retention

This policy seeks to ensure Macro retains data and information necessary to their original purpose for procurement as to effectively perform its duties to employees, clients, and third-party organizations of the company.

Scope

All data (physical and digital) collected by Macro and store on Macro databases, servers, or systems fall under this policy. Retention of data and information may also fall under relevant governing regulations or authorities relevant to the area of operations for Macro employees, activities, and clientele.

Exemptions

Being an offline desktop app, Macro will never retain any data or information contained within any documents loaded onto the reader.

Reasons for Retention

Macro is to only maintain the storage and security of data that is necessary for operations and procedures relevant to corporate activities, ordained per contractual obligation to fulfill a service or duty, and to remain compliant with governing laws and regulations.

Macro is to retain data for any of the following reasons:

• Store user license information for ongoing service to software application
• Maintenance of an ongoing service or activity to data’s original subject in the form of a contract for business, license agreements, employee onboarding and training, administrative activities, etc.
• Compliance with applicable laws, regulations, tax jurisdictions, for financial and program reporting purposes
• Intellectual Property preservation

Data Duplication

Macro does not duplicate data across differing systems, servers, or databases, unless required to fulfill continuous services relating to our business or corporate goals. Collected data is given a singular designated position to increase security, reduce vulnerabilities, and prevent information bloat within our internal systems.

Retention Requirements

Macro employs the following guidelines for determining whether or not an external collection of data must be retained:

• Emails associated with Macro user accounts will be maintained for a minimum of 5 years from the last log-in period.
• Consultant data will be maintained for the duration of the contract or agreement, and for a minimum period of 2 years post-mortem after the duration has ended.
• Data associated with departments responsible for on-premise enterprise deployment of Macro services will be maintained only for the duration of those same services being provided.
• Payment information related to wire transfers, credit cards, or physical cheques from partners or clients will be maintained for as long as any agreed upon business is performed between Macro and said parties, and terminated upon conclusion of the business.

Data Destruction

Macro will destroy any data or information beyond it’s deadlines from the mentioned dates above responsibly and in a manner that does not jeopardize the security of the original subject. Exemptions to the destruction of data may be related to any such incidents of a company requesting the data be maintained, legal authorities requesting otherwise, or a rare instance of an internal Macro member or employee believing that retention of the data is in the best interest of both Macro and the related subject for current and future activities, should they be legal, business, or financial.

Any litigation holds issued by governing bodies prohibits the destruction of data subject to the hold and circumvents Macro's internal policies. Destruction of the data is to continue only once released by legal counsel and approved by the relevant authorities.