1. Purpose

The purpose of this policy is to define the retention periods for information collected and maintained by Techquila Freelancing Inc., to ensure that data is stored only for as long as necessary to fulfill legal, regulatory, and operational obligations.

This policy applies to all forms of data—digital, paper-based, or otherwise—collected in the course of providing services to clients.

 

2. Data Covered by This Policy

This policy applies to:

• Client records and correspondence
• Financial and accounting documents
• Tax preparation and payroll records
• Invoices, receipts, and payment confirmations
• Contracts, consent forms, and service agreements
• Support tickets and uploaded files
• Communications via email, chat, or client portal
• Marketing and subscription contact data

 

3. Secure Disposal of Data

Once information is no longer required for legal, operational, or business purposes, it will be securely destroyed or anonymized using methods appropriate for the data format.

Examples include:

• Permanent deletion of digital records from storage systems and backups.
• Secure shredding or destruction of paper records.
• Anonymization of data where full deletion is not technically feasible (e.g., aggregated statistical reporting).

 

4. Exceptions

Data may be retained longer than the specified periods in the following circumstances:

• When required by ongoing legal or regulatory proceedings.
• When a client requests the preservation of records for extended support or documentation.
• When retention is necessary to comply with tax, audit, or professional obligations.

Any extensions will be documented with justification and approval.

 

5. Data Security and Access

All retained data is stored in secure environments and protected using appropriate administrative, physical, and technical safeguards.
Access to retained information is restricted to authorized personnel only, based on role and necessity.

For details on overall data security measures, refer to our [Privacy Policy].

 

6. Client Rights

Clients may request confirmation of whether Techquila Freelancing Inc. retains their personal data and may request its deletion, correction, or anonymization when permitted by law.

Requests can be made in writing to privacy@techquila.ca
and will be processed within a reasonable timeframe, subject to legal and operational limitations.

 

8. Retention Periods

Retention periods are determined based on legal requirements, industry standards, and the purpose for which the data was collected.

 

Category                                                                    Retention Period                                                               Purpose / Legal Basis                                               

Client Documents & Forms (e.g., tax files,                6 years after the end of the fiscal year in which                CRA and PIPEDA compliance 

payroll data, signed agreements)                                the record was created or last used 

                                                                                                                                                                                                                                                                   

 

Inactive Accounts & Client Profiles                           24 months after last activity                                               Operational efficiency and privacy protection          

                                                                                                                                                                                                                                                                   

 

Email or Communication History                              12 months after last correspondence                                  Client support continuity

                                                                                                                                                                                                                                                                   

 

Support Tickets & Uploaded Files                             12 months, unless linked to an active service                    Recordkeeping and quality assurance

                                                                                                                                                                                                                                                                   

 

Financial Records (e.g., invoices, receipts,                Minimum 6 years                                                               CRA audit and tax requirements

payment confirmations)

                                                                                                                                                                                                                                                                   

 

Marketing and Subscription Data                               Until consent is withdrawn or 24 months after last          Consent-based communication laws (CASL)

                                                                                    interaction

                                                                                                                                                                                                                                                                   

After these retention periods, records are securely deleted or anonymized in accordance with Section 4 below.

 

9. Policy Review

This policy is reviewed annually to ensure ongoing compliance with applicable laws and best practices.
Any amendments will be reflected in an updated version, available on our website.