Data Retention
Effective September 2026
Cubism Design Limited retains personal information for the purpose for which it was collected and, where necessary, to meet legal, contractual, taxation, insurance and professional obligations. Records are reviewed and securely deleted, destroyed or anonymised when no longer needed.
Typical retention periods
| Record Type | Typical Retention Period | Action at End of Period |
|---|---|---|
| General enquiries that do not proceed | 12 months from last contact | Delete unless there is a valid reason to retain |
| Fee proposals not accepted | 2 years | Delete or anonymise |
| Client contact details | Duration of project plus relevant project retention period | Delete when no longer required |
| Signed Terms of Engagement / T&Cs / accepted Fee Proposals | Minimum 6 years after completion or termination, subject to PI insurer requirements | Review before deletion |
| Project correspondence and instructions | Minimum 6 years after project completion, subject to PI insurer requirements | Review before deletion |
| Drawings, BIM/Revit files, specifications, reports and schedules | Minimum 6 years after project completion, or longer where required by insurer, contract or project circumstances | Archive securely, then review |
| Site photographs and survey photographs | Retain with relevant project file | Delete with project records unless continuing evidential value exists |
| Planning / statutory application records | Retain with relevant project file | Review with project retention period |
| Consultant and contractor contact information | Duration of working relationship plus reasonable business retention period | Delete when no longer required |
| Invoices, receipts and accounting records | At least the statutory period required for tax/accounting purposes | Securely delete after expiry unless another legal reason applies |
| Complaints, disputes or potential claims | Until fully resolved plus applicable legal/insurance retention period | Do not delete while claim risk remains |
| Website/contact-form submissions | 12 months unless converted into a client/project record | Delete or transfer to project file |
| Marketing contact information | Until consent is withdrawn, objection is received, or data is no longer required | Delete promptly |
When records may be kept longer
A record may need to be kept beyond the typical period for an ongoing project, a legal or tax obligation, professional indemnity requirements, or an actual or potential complaint, dispute or claim. The reason for extended retention is recorded and reviewed.
Access and deletion
Access to project and client information is limited to people who need it for business purposes. When records are no longer required, electronic files are securely deleted, paper records are destroyed, and backups expire through their normal retention cycle.
Your rights
For information about your data protection rights or to request access, correction or erasure, see our Privacy Notice or email info@cubismdesign.ie.