Data Retention Policy

Last Updated: May 1, 2025

1. Introduction

This Data Retention Policy outlines how Honpain Technologies manages and retains personal and payroll data collected through the Payslip Distribution System. We are committed to complying with Papua New Guinea data retention requirements.

2. Purpose

This policy establishes retention periods for different categories of data, ensures compliance with PNG legal obligations, minimises risk from unnecessary data retention, and supports access to historical records when legitimately required.

3. Retention Periods

• Payslip Files and Payroll Records: Minimum 7 years from the end of the financial year to which they relate, in line with PNG compliance requirements.
• Administrator Account Information: Duration of active subscription + 1 year after termination.
• Employee Account Information: Duration of active account + 1 year after deactivation.
• System Logs and Usage Data: 2 years.
• Audit Trail Records: 7 years for compliance reporting.
• Email Delivery Logs: 2 years.
• Support Communication Records: 2 years from the date of communication.

4. Data Disposal

When data reaches the end of its retention period, it is securely disposed of using methods appropriate to the sensitivity of the information, including secure deletion from all storage systems and backups.

5. Data Backup

We maintain regular encrypted backups. Backups are subject to the same retention periods as live data and are purged accordingly.

6. Legal Holds

Data may be retained beyond standard periods if subject to a legal hold, regulatory investigation, or active dispute.

7. Review

This policy is reviewed annually or when relevant laws change. System Administrators can update retention settings under System Administration → Data Retention.

8. Contact

Honpain Technologies • Port Moresby, Papua New Guinea • [email protected]