Data Retention Policy
HRHK Solutions, LLC | Effective Date: January 1, 2026 | Last Updated: January 1, 2026
Our Approach
HRHK retains data only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law. We apply the principle of data minimization: collect only what is necessary, retain only what is needed, and dispose of what is no longer required.
This policy describes our general data retention practices. Specific retention periods for client data may be defined in applicable agreements, statements of work, or data processing agreements.
Retention Periods by Data Category
Contact Form Submissions
Duration of Inquiry + 2 YearsContact form submissions are retained for the duration of the relevant inquiry or engagement and for 2 years thereafter, unless a longer retention period is required by law or applicable agreement.
Server Access Logs
90 Days to 1 YearServer access logs are retained in accordance with our hosting provider's policies and operational requirements, typically between 90 days and 1 year. Logs may be retained longer if required for security investigations or legal proceedings.
Client Engagement Records
Per Agreement TermsRecords related to client engagements—including proposals, statements of work, deliverables, correspondence, and technical documentation—are retained according to the terms of applicable agreements and for the period required by applicable law.
Security and Audit Logs
1 to 7 YearsSecurity-related logs, audit trails, and incident records may be retained for extended periods (1 to 7 years) to support security investigations, compliance requirements, and legal obligations.
Analytics Data
Up to 24 MonthsAggregated, non-personally-identifiable analytics data may be retained for up to 24 months to understand website usage patterns and improve content and navigation.
Backup Data
30 to 90 DaysSystem backups are retained for 30 to 90 days depending on the system and data classification. Backups are overwritten on a rotating schedule and securely disposed of when no longer needed.
Retention Criteria
When determining how long to retain data, HRHK considers:
- The purpose for which the data was collected and whether that purpose has been fulfilled
- Legal and regulatory requirements that mandate specific retention periods
- Contractual obligations with clients and service providers
- Statute of limitations for potential legal claims
- The sensitivity and volume of the data
- Whether data has been anonymized or aggregated such that it no longer identifies individuals
Secure Disposal
When data is no longer needed, HRHK disposes of it securely using methods appropriate to the data type and sensitivity:
- Digital data is securely deleted using industry-standard erasure methods
- Physical media containing personal data is physically destroyed or degaussed
- Disposal is documented and logged for accountability
- Third-party service providers are required to dispose of data according to our instructions
Your Rights
Depending on your jurisdiction, you may have the right to request deletion of your personal data. Please note that we may retain certain data even after a deletion request if retention is required by law, necessary for legal claims, or required for legitimate business purposes.
To exercise your rights, please contact us:
- Email: [email protected] (include "Data Retention Request" in subject line)
- Mailing Address: HRHK Solutions, LLC, P.O. Box 868135, Plano, TX 75086, US
Changes to This Policy
We may update this Data Retention Policy from time to time. When we make material changes, we will update the "Last Updated" date at the top of this policy. We encourage you to review this policy periodically.