Andy Durnin Photography
Customer Data Retention Schedule
This Data Retention Schedule explains how long Andy Durnin Photography keeps customer information collected through the website when a customer makes a purchase.
The purpose of this schedule is to make sure customer information is only kept for as long as it is needed for order fulfilment, customer service, accounting, tax, legal, and business record purposes.
1. Customer order information
Examples of information held:
Customer name, email address, postal address, order details, item purchased, delivery information, order notes and correspondence relating to the purchase.
Reason for keeping it:
To process and deliver the order, deal with customer queries, handle returns or issues, and maintain a record of the sale.
Retention period:
Order information will normally be kept for up to 6 years after the end of the tax year in which the order was placed.
Reason for this period:
Customer order and payment records will normally be kept for up to 6 years after the end of the relevant tax year so that Andy Durnin Photography can meet accounting, HMRC, business and possible legal record-keeping requirements.
Action after retention period:
The information will be securely deleted, anonymised, or removed from active business records where it is no longer required.
2. Payment information
Examples of information held:
Payment confirmation, transaction reference, payment status and payment provider records.
Andy Durnin Photography does not store full card details. Card payments are processed by the relevant payment provider.
Reason for keeping it:
To confirm payment, deal with refunds, resolve payment queries, and maintain accounting records.
Retention period:
Order information will normally be kept for up to 6 years after the end of the tax year in which the order was placed.
Reason for this period:
Customer order and payment records will normally be kept for up to 6 years after the end of the relevant tax year so that Andy Durnin Photography can meet accounting, HMRC, business and possible legal record-keeping requirements.
3. Customer correspondence
Examples of information held:
Emails, website contact form messages, order queries, delivery questions, return requests and complaint correspondence.
Reason for keeping it:
To answer customer enquiries, provide good customer service, and keep a record of any issue relating to an order.
Retention period:
General customer enquiries that do not lead to a purchase will normally be kept for up to 12 months.
Correspondence relating to an order, refund, complaint or dispute may be kept for up to 6 years with the related order record.
Action after retention period:
Messages will be securely deleted where they are no longer needed.
4. Marketing information
Examples of information held:
Customer email address and marketing preferences, where a customer has chosen to receive marketing updates.
Reason for keeping it:
To send updates, offers, news or information about Andy Durnin Photography, only where the customer has agreed to receive this.
Retention period:
Marketing contact details will be kept until the customer unsubscribes, withdraws consent, or asks for their details to be removed.
Marketing lists may be reviewed periodically, and inactive contacts may be removed where there has been no engagement for a reasonable period.
Action after retention period:
The customer will be removed from the marketing list. A minimal suppression record may be kept to make sure they are not contacted again by mistake.
5. Website account information, if applicable
Examples of information held:
Customer account name, email address, saved delivery details and order history, where the website allows customers to create an account.
Reason for keeping it:
To allow the customer to access their account and view previous orders.
Retention period:
Account information will be kept while the account remains active. Inactive accounts may be reviewed and deleted after 3 years of inactivity, unless the information needs to be retained for order, tax, accounting or legal reasons.
Action after retention period:
The account may be deleted or anonymised. Order records may still be retained separately where required.
6. Legal claims, complaints or disputes
Examples of information held:
Relevant customer details, order information, correspondence, evidence of delivery, refund records and complaint notes.
Reason for keeping it:
To manage and resolve complaints, disputes, chargebacks or possible legal claims.
Retention period:
Relevant information may be kept for up to 6 years after the matter has been resolved, or longer if required by law or where a legal claim is ongoing.
Action after retention period:
The information will be securely deleted or anonymised once it is no longer needed.
7. Security and access records
Examples of information held:
Website security logs, access logs, fraud prevention records and technical records relating to website use.
Reason for keeping it:
To keep the website secure, prevent fraud, investigate technical issues and protect the business and customers.
Retention period:
Security and website logs will normally be kept for up to 12 months, unless they are needed for an investigation, dispute or legal reason.
Action after retention period:
Logs will be deleted or anonymised where no longer required.
8. Secure deletion and review
Andy Durnin Photography will review customer information periodically and will delete, anonymise or securely dispose of information that is no longer needed.
Customer information will not be kept indefinitely without a valid reason.
Where information is stored electronically, it will be deleted from the relevant systems where reasonably possible. Where information is held on paper, it will be shredded or disposed of securely.
9. Customer rights
Customers may contact Andy Durnin Photography to ask what personal information is held about them, to request correction of inaccurate information, or to ask for information to be deleted where there is no longer a valid reason to keep it.
Some information may need to be retained for accounting, tax, legal or legitimate business reasons, even where a customer asks for it to be deleted.
Last reviewed: 23/06/2026