Bellechanics

Document Retention Policy

 

At Belle Organix LLC, we are committed to maintaining transparency, compliance, and the highest standards of data integrity. This Document Retention Policy outlines how we collect, store, and responsibly dispose of records—including client communications, financial information, marketing content, and internal documentation.

Our goal is to comply with all applicable laws and regulations while protecting both our company and those we serve. This policy ensures that information is retained only as long as necessary and disposed of securely thereafter.

 

General Principles

• Records include both physical and digital formats (e.g., emails, documents, contracts, audio files).
  
  
• Retention periods are based on legal, regulatory, and operational requirements.
  
  
• Certain data may be preserved longer in cases involving potential or active litigation or audit.
  
  
• Once retention periods expire, records are securely deleted or destroyed.
  
  

 

Retention Periods by Document Type

 

1. Tax Records

Includes payroll, business expenses, accounting documentation, and proof of deductions.

Retention Period: Minimum of 3 years from filing date.

2. Employment Records (Internal Use Only)

Includes applications, performance reviews, disciplinary records, and compliance documentation.

Retention Period: 6 years after the conclusion of employment.

3. Press Releases & Public Filings

Retained for reference to verify accuracy of publicly accessible information.

Retention Period: 1 year after publication.

4. Audio Recordings

• Sales Calls: 30 days
  
  
• Compliance Calls: Retained indefinitely
  
  
• Customer Service Calls: 90 days
  
  
• Coaching Calls: 90 days
  
  

5. Legal Documents

Includes files related to legal proceedings.

Retention Period: 30 days after resolution unless otherwise advised by legal counsel.

6. Marketing & Sales Materials

Includes promotional content, brochures, ads, and campaign collateral.

Retention Period: discarded after active use.

7. Intellectual Property & Trade Secrets

Documents involved in proprietary processes, systems, or ideas are protected by law.

Retention Period: For the life of the trade secret or intellectual property rights.

8. Customer Financial Data

Includes stored credit card data and payment information.

Retention Period: 3 years minimum, in accordance with business and legal obligations.

• Stored in secure environments only (databases, servers, etc.)
  
  
• Reviewed quarterly to ensure unnecessary data is purged.
  
  
• Secure destruction of data once it is no longer needed.
  
  

9. Contracts

Final executed copies of all agreements.

Retention Period: 3 years beyond the life of the contract.

10. Email Correspondence

• General Emails: Retained for 1 year. Older emails are auto-deleted from inboxes.
  
  

Retention length may vary depending on the content of the email in accordance with this policy.

 

Policy Administration

Belle Organix LLC conducts periodic reviews to ensure compliance with all retention timelines. Secure handling of personal and financial data remains a top priority. We continuously assess and update our systems to reflect best practices in data protection.

If you have any questions regarding our document retention practices or your data, please contact Saril Vasquez at [email protected]