Data & Privacy

Free Data Retention Policy Generator

Create a data retention policy with an editable schedule, deletion procedures and backup handling. Tailor sample periods and export HTML, Word or PDF.

  • No signup
  • Browser-based generation
  • HTML & Word downloads
  • Print or save PDF
Make it yours

Create your Data Retention Policy

Fields marked * are required. Open a section to begin; close it to bring the next section into view.

From information to action

How to create your data retention policy

Explain your actual records, data flows and responsibilities.

  1. 01

    Gather accurate details

    Inventory data categories, purposes, retention triggers, periods, lawful exceptions, responsible owners and backup deletion practices.

  2. 02

    Edit the relevant examples

    Open each section. Keep useful sample wording where accurate, edit it or use Restore example. Required facts are marked *. Closing a section brings the next into view without discarding your answers.

  3. 03

    Review and export

    Read the complete document. Confirm the identities, dates, scope and procedures. Download editable Word or HTML, or open Print / Save PDF to create a fixed copy. Formatted copy and exports contain a link to this tool.

  4. 04

    Publish and maintain

    Publish the statement where people can find it or share it with the relevant dataset or service. Link related privacy information. Keep the statement aligned with operational records and update it when practices change.

What your document covers

Details specific to this document

Scope and responsibility → retention schedule → deletion and anonymisation → backup handling → legal holds → rights and review.

Optional details appear when supplied; conditional fields follow your selections. Example wording stays editable. Actual facts are not inferred from provider names, legal labels or a selected checkbox.

Before use

Scope, privacy and review

Example periods are model choices, not statutory limits. Check contractual, tax, employment and sector requirements and document the reasons for your actual schedule.

  • Generation takes place in this browser. Your form answers are not sent to a document-generation service or saved between visits. Download before leaving.
  • Use only necessary information. Do not enter passwords, full payment credentials or copies of identity documents.
  • Check that your statement matches your implementation, contracts and privacy notice. A document does not implement controls or establish legal compliance.
Template maintenance

Substantive update: 9 October 2026. No certification or review by a named legal professional is claimed.

Common questions

Frequently asked questions

Is this tool free, and do I need an account?

Generation, formatted copy and exports are free and require no account. Answers are processed in this browser and are not saved between visits. Download your work before leaving.

Are the example retention periods legally required?

No. They illustrate a usable schedule and must be checked against your purposes, laws, contracts and technical capability. Personal data should not be kept indefinitely merely because storage is available.

Can I keep or edit the example content?

Yes. Fields marked “Editable example” contain model wording you can keep if accurate, edit or restore. Enter actual providers, records, practices and incident facts. The examples are not verified facts or legal certifications.

Which export formats can I use?

Download HTML or an editable Word .docx document. Print / Save PDF opens a print view for a fixed copy. Preview, formatted copy and exports include a link to this exact generator. Sending, publishing or filing is a separate step.

Reference for your review

ICO: storage limitation and retention. Check the requirements that apply to your location, role and activity; this reference does not establish that a particular law applies to you.