Data Retention Policy

Welcome to Discover Unique. This Data Retention Policy sets out how long we keep different types of information and the reasons behind those decisions. Our goal is to keep Discover Unique a trusted, transparent and safe space for the whole SEND, neurodivergent and additional needs community — connecting people and supporting futures.

We aim to minimise the amount of personal information we store. We only collect and keep information where there is a clear reason to do so, and we delete or anonymise information that is no longer required wherever appropriate.

This policy works alongside our Privacy Policy, which explains what information we collect and how we use it.

We only keep information for as long as it is needed. When deciding how long to retain information, we consider:

• Why the information was collected and whether that reason still applies.
• Whether the information is needed to operate the platform safely and effectively.
• Whether we have a legal, regulatory or safeguarding obligation to keep it.
• Whether keeping the information would create unnecessary risk to privacy.

Information may be retained to comply with legal or safeguarding obligations, even after it is no longer needed for everyday use. Information that is no longer required will be securely deleted or anonymised where appropriate.

The example retention periods in this policy are a guide. Actual retention periods may vary where legal, safeguarding or regulatory obligations apply.

Provider listing information includes the details a provider shares to appear on Discover Unique, such as their business name, description, service type, support needs, location and chosen contact preferences.

As a guide, we retain provider listing information:

• While the listing is active on the platform.
• For up to 12 months after a listing is removed, to allow for enquiries, complaints or safeguarding reviews.

Providers may request removal of certain information. We will action reasonable requests as soon as we can, although we may need to keep some information to meet legal or safeguarding obligations.

Provider verification information includes documents and details shared as part of Discover Unique Verified™, such as DBS checks, insurance, safeguarding policies and other verification evidence.

Verification records may be retained for audit and re-verification purposes. As a guide, we retain verification information:

• While Discover Unique Verified™ status is active.
• For up to 24 months after verification ends, to support re-verification, audits and safeguarding reviews.

Because verification information can be sensitive, we apply additional care to how it is stored and who can access it. We may retain verification records for longer where safeguarding, legal or regulatory obligations require it.

User account information includes the details people share to create and manage an account, such as their name, email address and preferences.

As a guide, we retain account information:

• While the account remains active.
• After account closure, account information is normally removed or anonymised within 12 months unless legal, safeguarding or regulatory obligations require it to be retained for longer.

We may keep limited information after an account is closed where it is needed to respond to enquiries, complaints or safeguarding concerns, or to meet legal obligations.

We retain records of enquiries and communications — such as messages sent through contact forms or by email — to help us respond effectively and to keep a record of what was discussed.

As a guide, we retain enquiry and communication records:

• While the enquiry is active.
• For up to 12 months after the enquiry is resolved, to allow for follow-up or review.

Records that are connected to a complaint or safeguarding concern may be retained for longer, as set out in this policy.

Complaint and safeguarding records may be retained for longer than other information, where necessary to protect users, maintain platform integrity, and meet legal or safeguarding obligations.

As a guide, we retain complaint and safeguarding records:

• For a period appropriate to the nature and seriousness of the concern.
• For longer where legal, safeguarding or regulatory obligations apply.

Because these records may be needed for future reviews, investigations or statutory referrals, we do not automatically delete them after a fixed period. We review them regularly and delete or anonymise them when they are no longer needed.

We keep limited information about how the website is used, such as server logs that help us keep the platform secure and working properly.

As a guide, we retain website usage information for up to 12 months, after which it is deleted or anonymised. We do not use this information to identify individual people, and we do not sell it to anyone.

Information may be retained for longer where required for security investigations, fraud prevention or other legitimate platform protection purposes.

When information is no longer required, we securely delete or anonymise it where appropriate. Anonymisation means removing details that could identify a person, so the remaining information can be kept for analysis or reporting without risking privacy.

In some cases, we may keep information in an anonymised form after personal details have been removed. Anonymised information is no longer personal data and may be retained for longer to help us understand and improve the platform.

We may also keep backups of deleted information for a limited time as part of our standard security and recovery processes. These backups are protected and are not used for everyday purposes.

Providers and users may request early deletion of certain information. We will consider reasonable requests and action them where we can.

We may not be able to delete information immediately where it is needed to operate the platform, respond to a complaint or safeguarding concern, or meet a legal or regulatory obligation. In those cases, we will explain what we can do and when the information may be removed.

To request early deletion, please contact us using the details in the Contact Us section below.

Some information must be retained to meet legal, regulatory or safeguarding obligations. Where these obligations apply, the retention periods in this policy may be extended.

We will keep information for as long as the law requires, even if it is no longer needed for everyday use. Once those obligations no longer apply, we will delete or anonymise the information where appropriate.

The example periods in this policy are intended as a guide. They do not override any legal, safeguarding or regulatory requirement that applies to a particular type of information.

We may update this Data Retention Policy from time to time — for example, to reflect changes in how the platform works, legal requirements, or feedback from our community.

When we make meaningful changes, we will make the updated policy available on this page and let you know where appropriate. Continuing to use Discover Unique after changes take effect means you accept the updated policy. If you do not agree with a change, you can contact us or stop using the platform.

This Data Retention Policy is governed by the laws of England and Wales. Any disputes relating to this policy will be subject to the jurisdiction of the courts of England and Wales.

If you have any questions about this Data Retention Policy, or if you would like to request early deletion of information, we would like to hear from you.

Email: privacy@discoverunique.co.uk

We are committed to keeping Discover Unique a trusted, transparent and safe space for the whole SEND, neurodivergent and additional needs community — connecting people and supporting futures.