Record Retention & Document Storage Policy
Both Progressive Robot and you as a client have obligations around keeping records of your engagement. This article explains how long we retain different types of documents and what this means for you.
What We Retain and For How Long
| Document Type | Retention Period |
|---|---|
| Signed contracts and SoWs | 7 years after contract end |
| Invoices and financial records | 7 years (UK HMRC requirement) |
| Project files, deliverables, source code | 2 years post-project completion |
| Support ticket records | 3 years |
| Communication records (emails, portal messages) | 3 years |
| Personal data processed under a DPA | Per DPA terms (varies) |
Requesting Documents
You may request copies of documents relating to your engagement at any time during the retention period. Submit your request via the portal or to your Account Manager. Most documents can be provided within 5 business days.
Your Own Retention Obligations
You are responsible for retaining your own copies of contracts, invoices, and deliverables for your own record-keeping and legal purposes. We recommend keeping signed contracts for at least 7 years. Do not rely solely on our portal as your archive.
Data Deletion Requests
Post-retention-period deletion of personal data can be requested under GDPR. Contact your Account Manager to initiate a formal deletion request under our data processing agreement.