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Data Retention & Deletion Framework

How certification and candidate records are retained, reviewed, deleted or anonymised.

Retention principle

Personal information must not be kept for longer than necessary for the purpose for which it is processed. United Knowledge Group uses a controlled retention schedule rather than indefinite retention.

Record categories

Different periods may apply to account records, unsuccessful applications, identity evidence, assessment records, certification decisions, active/expired credentials, complaints/appeals, financial records, security logs and legal-claim records.

Credential integrity

Some minimum certification and decision records may need to be retained for the credential lifecycle and a defined period afterwards to support verification, fraud prevention, auditability and legitimate legal needs. This does not justify retaining every source document for the same period.

Identity documents

Identity-document images should be retained only for the period justified by the identity-verification, dispute, fraud-prevention or legal purpose. Where a verification result is sufficient, the source image should be deleted earlier when appropriate.

Deletion and anonymisation

At the end of the approved period, records are deleted securely or anonymised unless a documented legal hold or other lawful need applies. Retention actions are logged.

Default operational schedule

Unless a longer lawful hold or a shorter legal requirement applies, UKG targets: identity source files—deletion or minimisation within 90 days after verification; unsuccessful application documents—24 months; contract, payment, application, decision, credential, complaint and appeal records—up to 6 years after the relevant relationship or credential ends; security and access logs—normally 12 months. Reviews are recorded and deletion may preserve only a minimal audit fact and hash where necessary.

Retention by category

Retention is managed by data category rather than a single blanket period. The configured period may begin at upload, completion, final decision or the end of a relationship depending on the record.

Identity and evidence files can have shorter operational retention than core credential records.
Decision, credential and audit records may be retained longer to preserve verification history and defend decisions.
Invoices and payment records can be retained for accounting, tax and dispute obligations.
Security logs may be retained according to risk and investigation needs.
A legal, complaint, appeal, fraud or security hold can pause normal deletion.

End of retention

When a record is no longer required, UKG may delete it, minimise it, anonymise it or retain only a limited audit fact or cryptographic reference where justified.