1. Introduction
Clear Choice Nationwide values the privacy and security of data, including vendor data, that we collect and process. This Vendor Data Deletion Policy outlines the procedures and guidelines for the secure and compliant deletion of vendor-related data when it is no longer required or requested, in accordance with Australian data protection laws.
2. Scope
This policy applies to all employees, contractors, and third parties who have access to vendor data in the course of their duties at Clear Choice Nationwide. It encompasses data stored in any format, including digital and physical records.
3. Principles
a. Data Minimization: Clear Choice Nationwide will only collect and retain vendor data that is necessary for the fulfillment of the vendor’s contract and compliance with the Privacy Act 1988.
b. Legal Compliance: Clear Choice Nationwide will comply with the Privacy Act 1988 and any other relevant Australian data protection regulations.
c. Transparency: Vendors will be informed about our data retention and deletion policies as part of our vendor agreements, in accordance with the Privacy Act.
4. Vendor Data Deletion Process
a. Data Identification: The responsible department will identify vendor data that is no longer needed for its original purpose.
b. Data Assessment: Clear Choice Nationwide will assess the data to determine whether any legal or regulatory obligations require its retention under the Privacy Act. If there are such obligations, the data will be retained for the required period.
c. Request for Deletion: Vendors have the right to request the deletion of their data. Such requests should be sent in writing to the DPO or the designated contact person.
d. Secure Deletion: If vendor data is no longer needed, and no legal obligations dictate retention, it will be securely deleted from all storage systems, including physical and digital records, in accordance with the Privacy Act.
e. Verification: The responsible department will verify the complete deletion of the data and maintain records of the deletion process.
f. Documentation: A record of vendor data deletion requests and actions taken will be maintained as proof of compliance with data protection regulations under the Privacy Act.
5. Data Backup and Archiving
a. Data retention for backup and archiving purposes is not covered by this policy. Such data will be subject to a separate retention and deletion policy, ensuring compliance with the Privacy Act.
6. Review and Update
This Vendor Data Deletion Policy will be reviewed annually to ensure its continued effectiveness and compliance with the Privacy Act and other relevant Australian laws and regulations. Any necessary updates or revisions will be made in a timely manner.
7. Training and Awareness
All employees and relevant stakeholders will be provided with training and awareness programs to understand their responsibilities under this policy, aligned with the Privacy Act.
8. Non-compliance
Non-compliance with this policy may result in disciplinary actions, up to and including termination of employment or contractual relationships, as well as legal consequences under the Privacy Act.
9. Contact Information
For questions, concerns, or requests related to vendor data deletion, please contact our operations team at operations@ccnw.com.au
By adhering to this Vendor Data Deletion Policy, Clear Choice Nationwide demonstrates its commitment to protecting the privacy and data rights of its vendors and maintaining compliance with data protection regulations, including the Privacy Act 1988.