Data Retention Policy

Effective date: 18 June 2025

  1. Purpose

This policy explains how long Lead Velocity Ltd. (“Lead Velocity”, “we”, “us”, “our”) keeps personal data and the reasons for each retention period. We follow the General Data Protection Regulation (GDPR) principle of keeping data no longer than necessary while retaining it for the longest period the law allows where we have a clear, documented need.

  1. Scope

This policy covers all personal data processed by Lead Velocity, whether collected online or offline.

  1. Roles and responsibilities

• Data Protection Lead – oversees compliance with this policy. • All employees and contractors – follow these rules when handling personal data.

  1. Legal grounds

We base retention on: • Contract obligations (Article 6(1)(b) GDPR) • Legal duties such as tax law (Article 6(1)(c)) • Legitimate interests in running our business (Article 6(1)(f)) • Consent where applicable (Article 6(1)(a))

  1. Retention schedule

Data category Examples System(s) Retention period Justification
Account and contact details Full name, email address, phone number, postal address Go High Level CRM, Kajabi 7 years after last interaction Limitation period for contractual claims under UK law (6 years) plus a 1‑year grace period for dispute resolution
Course records Course enrolment, progress, certificates Kajabi 7 years after course completion Proof of training and support for alumni
Marketing data Email marketing preferences, engagement metrics Go High Level CRM, Facebook Ads Pixel 7 years after last activity or until consent withdrawn Long‑term business need balanced with data subjects’ rights
Financial and transaction data Invoices, payments, refunds Xero, Stripe 7 years from the end of the financial year HMRC record‑keeping requirements
Website analytics IP address, device info, usage data Google Analytics, Google Tag 26 months (default GA setting) then anonymised and stored indefinitely in aggregate form Statistical reporting while respecting privacy
Support tickets Emails, chat logs Go High Level 3 years after ticket closure Ongoing customer support and dispute handling
Cookies Session and preference cookies Website (leadvelocity.net) Session cookies: until browser close. Persistent cookies: up to 2 years Technical limits and user expectations

  1. Storage limitation and review

• We review records annually to confirm the data is still required. • Data that exceeds its retention period is securely deleted or anonymised.

  1. Deletion methods

• Secure erasure from servers and backups • Permanent anonymisation for aggregated analytics

  1. Data subject rights

Individuals can ask us to delete their personal data at any time, subject to legal or contractual restrictions. Email admin@leadvelocity.net to make a request.

  1. Updates to this policy

We may change this policy from time to time. If we make significant changes, we will post a notice on leadvelocity.net and, where possible, notify users by email.

  1. Contact

If you have questions about this policy, email admin@leadvelocity.net or write to Data Protection Lead, Clavering House, Clavering Place, Newcastle Upon Tyne NE1 3NG.