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KL Cleaning & Home Services Inc.

Data Retention and Disposal Policy

Effective Date: May 1, 2025

1. Purpose

KL Cleaning & Home Services Inc. (“KLCHS”, “we”, “us”, or “our”) is committed to managing personal and financial information responsibly throughout its lifecycle.

This Data Retention and Disposal Policy outlines how we retain, manage, and securely dispose of personal information in compliance with the Personal Information Protection Act (PIPA) of Alberta and the Personal Information Protection and Electronic Documents Act (PIPEDA).

2. Scope

This policy applies to all personal, financial, and operational data collected and processed by KLCHS, including:

  • Client contact and service information
  • Billing and payment records
  • Bank transaction data accessed via secure integrations (e.g., Plaid)
  • Employee and contractor records
  • Website and communication data

3. Data Retention Principles

We follow these core principles:

  • Purpose Limitation: Data is retained only for the purpose it was collected
  • Data Minimization: Only necessary data is stored
  • Retention Control: Data is retained for defined periods
  • Secure Disposal: Data is permanently deleted or anonymized when no longer required

4. Retention Periods

KLCHS retains data based on operational, legal, and regulatory requirements:

a. Client and Service Records

  • Retained for up to 7 years after the last service date
  • Required for customer support, dispute resolution, and compliance

b. Financial and Accounting Records

  • Retained for 7 years in accordance with Canada Revenue Agency (CRA) requirements

c. Bank Transaction Data (via Plaid or similar services)

  • Retained only as long as necessary for bookkeeping, reconciliation, and financial reporting
  • Periodically reviewed and minimized where possible

d. Employee and Contractor Records

  • Retained for 7 years after termination of engagement

e. Website and Communication Data

  • Retained for up to 2 years, unless required longer for business or legal purposes

5. Data Storage and Protection

All retained data is stored using secure systems that include:

  • Password-protected access controls
  • Role-based access (RBAC) restrictions
  • Encryption of data in transit (TLS 1.2 or higher)
  • Encryption of sensitive data at rest where applicable

Access to sensitive information is limited to authorized personnel only.

6. Data Disposal and Destruction

When personal data is no longer required, KLCHS ensures secure disposal using the following methods:

  • Digital Data:
    • Permanent deletion from systems and databases
    • Secure wiping or overwriting of storage media
  • Physical Records:
    • Cross-cut shredding or secure destruction
  • Anonymization:
    • Where appropriate, data may be anonymized for internal reporting and analytics

We take reasonable steps to ensure that disposed data cannot be reconstructed or accessed.

7. Data Subject Rights

Individuals have the right to:

  • Request access to their personal data
  • Request correction of inaccurate data
  • Request deletion of personal data, subject to legal and contractual obligations

Requests can be made using the contact details below.

8. Policy Enforcement and Review

This policy is enforced internally and reviewed periodically to ensure compliance with:

  • Applicable privacy laws
  • Industry best practices
  • Operational changes within the business

9. Contact Information

For questions, requests, or concerns regarding this policy or your data, please contact:

KL Cleaning & Home Services Inc.
11302 87 St NW
Edmonton, AB T5B 3L9
Canada

Email: info@klcleaning.ca
Phone: +1 (780) 851-8557

By engaging our services, you acknowledge and accept this Data Retention and Disposal Policy.