Data Retention Schedule
Purpose
This Data Retention Schedule explains how LIVIS retains and securely deletes information as part of our Trust by Design Framework.
Our approach is based on a simple principle: retain the minimum amount of data required to deliver agreed Behaviour Intelligence services, and only for as long as it is genuinely necessary.
We are committed to protecting confidentiality, supporting data minimisation and ensuring information is handled responsibly throughout every engagement.
How We Handle Data
LIVIS is designed to process behavioural data securely, proportionately and responsibly.
Data is processed within Amazon Web Services (AWS) using Amazon Bedrock, within infrastructure designed for secure and regulated environments. Data is encrypted in transit and at rest and is never used to train public AI models.
Our analysis is designed to understand behavioural patterns, communication dynamics and organisational interactions rather than the content of conversations.
Where appropriate, confidential or identifying information may be anonymised or redacted before analysis takes place.
Every engagement includes appropriate human oversight to help ensure data is handled responsibly and that Behaviour Intelligence outputs remain proportionate, contextual and suitable for organisational use.
Our Retention Approach
Raw Transcripts
Raw transcripts are retained only for the minimum period necessary to complete analysis, quality assurance and delivery of the agreed services.
Unless otherwise agreed in writing or required by law, raw transcripts are securely deleted once these activities have been completed and, in any event, no later than 30 days after they are received.
Raw transcripts are never used to train public AI models and are not shared beyond authorised LIVIS systems and approved delivery environments.
Working Analysis Data
Working analysis data is retained only for the duration of an engagement where it is required to produce Behaviour Intelligence, support quality assurance or deliver agreed client outputs.
Where limited participant information is operationally necessary, only the minimum information required is retained and handled in accordance with the agreed governance arrangements.
Behaviour Intelligence Reports
Behaviour Intelligence reports and organisational insights may be retained for the duration of the client relationship and any agreed follow-on work. This enables organisations to review previous findings, understand behavioural change over time and maintain continuity across future engagements.
Retention periods may be varied where required by contractual agreement or applicable legal obligations.
Governance and Compliance Records
Records relating to project governance, approvals, contractual obligations and data protection may be retained where necessary to demonstrate compliance with legal, regulatory or contractual requirements.
Client Contact Information
Business contact information is retained only while it is required to manage the client relationship or fulfil contractual obligations. Information is securely deleted when it is no longer required unless a legal obligation requires a longer retention period.
Secure Deletion
When personal data is no longer required, LIVIS ensures it is securely removed from operational systems.
This includes:
Secure deletion of data from LIVIS systems.
Removal of access permissions where appropriate.
Automatic overwriting of backup data in accordance with our infrastructure and security management processes.
Exceptions
In some circumstances, LIVIS may be required to retain certain information for longer than the standard retention periods described above. This may occur where required by law, regulatory obligations, contractual commitments or the protection of legal rights.
Where this applies, only the minimum information necessary will be retained for the required period.
Review
This Data Retention Schedule is reviewed periodically to ensure it remains aligned with applicable legislation, evolving security practices and the LIVIS Trust by Design Framework.
It is supported by our wider governance arrangements, including contractual safeguards, Data Protection Impact Assessments, secure AWS infrastructure and human oversight.
Contact
If you have any questions about this Data Retention Schedule or how LIVIS retains and deletes data, please contact: