Deletion Policy for Clay World School Workers

Effective Date: 01 Jan 2025

At Clay World School, we are committed to ensuring the proper handling and secure deletion of personal data belonging to our workers. This policy outlines the conditions under which data is deleted, the processes involved, and the measures we take to safeguard privacy throughout the deletion process.

1. Scope of the Policy

This policy applies to all personal data collected, stored, and processed by Clay World School related to its workers. The scope includes data collected during employment or contractual association, such as personal identification details, employment records, and financial data.

2. Triggers for Data Deletion

Personal data will be deleted under the following circumstances:

  • End of Employment or Contract: Upon the termination of the worker’s employment or contractual relationship with Clay World School.
  • Expiration of Retention Period: After the completion of legally mandated or operational retention periods.
  • Valid Deletion Request: Upon receiving a legitimate and valid request for data deletion from the worker, subject to legal and operational constraints.

3. Deletion Process

Clay World School follows a standardized process to ensure the secure and thorough deletion of personal data:

A. Digital Records

  • Personal data stored in digital systems, databases, and backups will be securely erased using industry-standard data destruction methods.
  • Systems are reviewed to ensure no residual copies remain in active or archived storage.

B. Physical Records

  • Any physical documents containing personal data (e.g., application forms, and contracts) will be shredded or destroyed using secure disposal methods.

C. Notification

Workers will be notified once their personal data has been successfully deleted, where applicable.

4. Exception

Certain data may be retained even after a deletion request or employment termination under the following conditions:

  • Legal Obligations: Data required for compliance with education, tax, employment, or other legal regulations.
  • Dispute Resolution: Data necessary for resolving ongoing disputes or claims.
  • Audit and Compliance: Data required for internal or external audits.
    In such cases, the data will be securely archived and accessible only to authorized personnel.

5. Security Measures

To protect personal data throughout the deletion process, Clay World School implements the following measures:

  • Use of certified data destruction tools for digital records.
  • Monitoring of deletion activities to ensure compliance with this policy.
  • Restricted access to archived data retained for legal or operational purposes.

6. Worker Rights

Workers have the right to:

  • Request confirmation of whether their data has been deleted.
  • Obtain details about any data retained and the reasons for retention.
  • File a complaint if they believe their data has not been handled or deleted in accordance with this policy.

7. Contact Information

For any questions or concerns related to the deletion of personal data, workers are encouraged to contact Clay World School via the Workers’ website at clayworldschoolworkers.com.

Acknowledgment
By continuing your employment or contractual relationship with Clay World School, you acknowledge that you have read, understood, and agreed to abide by this Deletion Policy.

If you’d like any further refinements or additions to suit school-specific scenarios, let me know!