Free policy generator
Data retention policy generator
Answer a few questions about your retention periods, backup cycles, and disposal methods. Your customized data retention policy updates live on screen as you type. When you are done, export it as a .doc file, a Markdown file, or a PDF. It runs entirely in your browser, so no signup or email address is needed.
A starting template, not legal advice. Read it against how your company actually works, change anything that isn't true, and have counsel review obligations specific to your industry and jurisdiction. Nothing you enter leaves this page.
What auditors look for in retention policies
Generic templates usually fail because they promise timelines you cannot actually meet. If your policy claims you delete customer database records within 30 days of contract termination, your auditor will ask for proof from your ticketing system and your production database. If you promise to purge log archives after 90 days, they will check your cloud storage lifecycle rules. Do not copy aggressive retention windows from an enterprise template if your team handles deletions manually. Set timelines your current engineering workflow can actually satisfy, then update the policy later when you automate.
After exporting this document, configure the technical safeguards to back it up. Turn on object lifecycle policies in your cloud buckets to expire raw logs and database snapshots automatically. Create a simple calendar reminder for an annual retention review with data owners across engineering and finance. Finally, make sure your offboarding runbook covers customer data deletion tickets. An auditor does not expect perfection, but they do expect your actual AWS bucket policies and operational checklists to reflect the numbers written on this page.
Questions
What must a data retention policy include?
It needs a clear retention schedule covering every primary data category, including customer records, financial books, employee files, and system logs. It must name specific retention windows, define how records get purged, and designate a policy owner. Frameworks like SOC 2 and ISO 27001 also look for legal hold exceptions and a defined process for handling individual deletion requests.
How long should we keep application and security logs?
For general security and SOC 2 compliance, 90 days to one year is standard. If you handle payment cards under PCI DSS, you must keep logs for at least twelve months, with three months immediately available for analysis. Keep raw application logs only as long as your debugging and product needs require, typically 30 to 90 days, to minimize your liability.
How often should we review this policy?
You should review the document at least once every twelve months. SOC 2 and ISO 27001 auditors expect an annual review timestamped in your revision table. You should also update it whenever you launch a major new product line, introduce third-party vendors that store sensitive customer records, or enter a market with specific legal retention requirements.
What is the deadline for customer data deletion requests?
If you comply with GDPR, you generally have one month to respond to and fulfill a deletion request. Under CCPA and CPRA, the standard response window is 45 calendar days, with a possible 45-day extension if reasonably necessary. Your customer contracts may also mandate deleting customer data within 30, 60, or 90 days following contract termination.
Is a generated data retention template enough for an audit?
A generated template satisfies the governance requirement, but an auditor will test whether you follow it. They will ask for proof, such as closed customer deletion tickets, cloud bucket lifecycle configurations, or documentation showing physical hardware disposal. The document is the rulebook, but your team must produce the operational evidence showing those rules are enforced in your production environment.
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