Data Retention Policy Template for Qatar

A Data Retention Policy outlines how an organization handles, stores, and eventually disposes of its business records and information. In Qatar, these policies must align with the Personal Data Privacy Protection Law (Law No. 13 of 2016), which requires companies to keep certain records for specific periods while protecting sensitive data.

The policy sets clear rules about what data to keep, for how long, and when to delete it - from employee files and financial records to customer information and electronic communications. It helps Qatari businesses comply with local regulations, protect confidential information, and manage storage costs while supporting the country's digital transformation goals under Qatar National Vision 2030.

Implement a Data Retention Policy when your organization starts handling significant amounts of sensitive information or faces new regulatory requirements in Qatar. This becomes crucial when expanding operations, launching digital services, or managing customer data across multiple systems – especially under Qatar's Personal Data Privacy Protection Law.

The policy proves essential during audits, data breaches, or when responding to legal requests for information. Companies in finance, healthcare, and telecommunications particularly need this structure to manage retention periods for different data types. It helps avoid penalties, reduces storage costs, and ensures compliance with Qatar's data protection requirements while maintaining business efficiency.

• Audit Log Retention Policy: Focuses specifically on system logs and audit trails, crucial for financial institutions and tech companies under Qatar's cybersecurity framework.
• Email Archive Policy: Addresses long-term storage of email communications, essential for government agencies and businesses requiring extended message preservation.
• Email Records Retention Policy: Details management of email-based business records, combining both storage rules and classification guidelines for day-to-day communications.

• Legal and Compliance Teams: Draft and maintain Data Retention Policies, ensuring alignment with Qatar's Personal Data Protection Law and industry regulations.
• IT Departments: Implement technical controls, manage storage systems, and oversee automated deletion processes according to policy requirements.
• Department Managers: Ensure their teams follow retention schedules and properly classify data within their business units.
• External Auditors: Review policy compliance during assessments, particularly important for regulated sectors like banking and healthcare.
• Data Protection Officers: Monitor policy effectiveness and coordinate updates based on changing Qatari regulations.

• Data Inventory: Map all data types your organization handles, including customer records, financial data, and employee information.
• Legal Requirements: Review Qatar's Personal Data Protection Law and sector-specific regulations affecting retention periods.
• Storage Systems: Document where different data types are stored and how they can be securely deleted.
• Stakeholder Input: Gather requirements from IT, legal, and department heads about operational needs.
• Risk Assessment: Identify potential data privacy risks and compliance gaps specific to your industry.
• Implementation Plan: Outline training needs, technical requirements, and monitoring procedures for policy enforcement.

• Purpose Statement: Clear objectives aligned with Qatar's Personal Data Protection Law and organizational goals.
• Scope Definition: Types of data covered, departments affected, and geographical boundaries within Qatar.
• Retention Schedules: Specific timeframes for different data categories, following Qatar's minimum retention requirements.
• Security Measures: Data protection protocols meeting Qatar's cybersecurity framework standards.
• Disposal Procedures: Methods for secure deletion or destruction of data.
• Compliance Monitoring: Audit procedures and responsibility assignments.
• Review Process: Schedule for policy updates and adaptation to new regulations.

A Data Retention Policy differs significantly from a Data Protection Policy in both scope and purpose. While both documents support compliance with Qatar's Personal Data Protection Law, they serve distinct functions in an organization's data governance framework.

• Focus and Scope: Data Retention Policies specifically outline how long to keep different types of data and when to delete them. Data Protection Policies cover broader data security measures, including access controls, encryption, and overall privacy safeguards.
• Primary Purpose: Retention policies manage information lifecycle and storage efficiency, while protection policies ensure data security and privacy throughout its use.
• Compliance Requirements: Retention policies address record-keeping obligations and disposal schedules under Qatari law. Protection policies focus on safeguarding data while in use and preventing unauthorized access.
• Implementation: Retention policies require specific timeframes and disposal procedures, while protection policies need ongoing security measures and monitoring systems.