Last reviewed: 26 June 2026
Purpose and approach
Kogi SUBEB retains records only for as long as they are needed for the purpose collected, an official records schedule, audit, public accountability, dispute handling, security, archiving in the public interest, or another legal obligation. A longer statutory or approved records requirement overrides the indicative periods below.
Indicative website retention schedule
| Record | Indicative period | Reason |
|---|---|---|
| General contact and support requests | Up to 2 years after closure | Follow-up and service improvement |
| Complaints and grievance files | Up to 5 years after closure | Accountability and dispute history |
| Unsuccessful recruitment applications | Up to 2 years after the exercise | Recruitment review and audit |
| Newsletter subscription | While active; suppression record after unsubscribe | Honour communication preference |
| Security, OTP and audit records | Usually 30 days to 2 years according to risk | Fraud prevention and investigation |
| Procurement, financial and official records | According to the approved public records schedule | Legal and public accountability duties |
Deletion, anonymisation and legal holds
At the end of the applicable period, information is securely deleted, anonymised or transferred to an authorised archive. Deletion may be suspended where a record is required for litigation, investigation, audit, an active FOI request or another lawful hold.
Backups
Deleted records may remain temporarily in protected backups until the normal backup cycle expires. Backup copies are restricted and used for recovery, not ordinary processing.
Requesting deletion
Deletion is not absolute where Kogi SUBEB must retain an official record. Submit a Data Rights Request and the responsible officer will assess the request against applicable obligations.