Data Protection - Veritas University College (VUC)

Category	Data Type	Description of Data Type	May Contain:	Retention Period
				Retention Period
Financial Data	Student Financial Aid	Records and information related to the administration of student financial aid	Student Aid Report Information Report Application information Borrower eligibility records Student bankruptcy records Disbursement information Reports and supporting data Transaction information	While active + 10 years
Financial Data	Student Banking Information	Records and information related to student banking accounts	Bank statements and account information	While active + 10 years Student bank details – only while current.
Financial Data	Employee Payroll	Records and information related to compensation paid to and time worked by employees VUC	Time cards Earnings records Payroll register	Taxable year + 10 years
Financial Data	Employee Banking	Records and information related to employee banking	Deposit and account information	Employee bank details – only while current.
Financial Data	Business Revenues	Records and information documenting revenues received by VUC including accounts receivable records	Accounts receivable Accounts receivable reconciliations Billing records Cash receipts Collection receipts Tuition and fees	Taxable year + 10 years
Financial Data	Business Payments	Records and information documenting payments made by VUC	Accounts payable Accounts payable reconciliations Accounts payable vouchers	Taxable year + 10 years
Financial Data	Business Financial Statements	Financial statements, reports, and supporting information submitted to government agencies, shareholders, and others by VUC	Quarterly and annual financial statements vouchers Work papers and supporting information	Permanent
Financial Data	Business Tax Returns	Records and information relating to taxes paid by VUC, including, but not limited to, Government tax returns, property tax records, etc.	Filing and returns Work papers	Permanent
Financial Data	Corporate Banking	Records and information related to the banking activities of VUC	Reconciliations Statements	Taxable year + 10 years
Financial Data	Ledgers & Journals	General and subsidiary ledgers, journals and entries and supporting documentation	General ledger Subsidiary ledgers Reconciliations Journals and journal entries Supporting documentation	Permanent
Financial Data	External Financing	Records and information related to financing efforts undertaken by VUC and the application, issuance, and management of loans	Letters of credit	Permanent
Financial Data	Fixed Assets	Records and information related to the purchase, sale, and improvement of real property and equipment by VUC [Excludes legal records related to purchase, sale or use of real property]	Amortization records Authorization for capital expenditures Depreciation schedules Fixed asset ledgers	Records relating to real property – duration of ownership + 15 years.
Financial Data	General	Records and information related to general accounting and finance functions not covered in other categories	Budgets and forecasts	While active + 10 years
Human Resources Data	Personnel Files & Related Records	All records and information related to employees, including temporary employees, of VUC, including basic information (i.e., name, address, national identification numbers), application records, job history (e.g., promotion, demotion, transfer, etc.), disciplinary records, documents signed by employee, health records and training documentation	Personnel Files: Recruiting and screening documents (e.g., applications, resumes, transcripts) Records relating to job offers / promotion / demotion / transfer / layoff / compensation Education and training records Publications Certifications Letters of recognition Grievance and disciplinary records Performance evaluations Termination records Other Records: Employee Medical records Injury-related records (e.g., workers compensation claims) Leaves of absence Employment eligibility /identity verification / work authorization Immigration records Background checks Drug test records Discrimination complaints	Termination + 7 years
Human Resources Data	Employee Benefit Records	Records and information related to employee enrollment in benefit plans offered by VUC, including beneficiary information	Enrollment records Beneficiary information and forms	Termination + 7 years Pension scheme records – Termination + 7 years
Human Resources Data	Benefit Plan, Administration & Claims Records	Records and information relating to benefit plans and employee claims for benefits	Plan descriptions and summaries Vendor records Reporting Communications to employees Claims Accident reports Dispute and appeals records	While active + 7 years Pension scheme records – Termination + 7 years
	General	Records and information related to Human Resources functions not covered in other categories	Training Job descriptions Recruitment and selection records (e.g., search committee records, advertisements, candidate lists and correspondence) Compensation planning	While active + 7 years
Legal Data	Contracts	Contracts and related work product and correspondence, including materials generated in the contract drafting and approval process	Master services agreements Financing agreements Settlement agreements Labor and employment agreements Professional services contracts Non-Disclosure agreements Vendor contracts IP licensing agreements Correspondence	Date of termination or expiration + 7 years
Legal Data	Company Records	Records and information documenting the formation, structure and corporate governance of VUC	Corporate formation documents (e.g., articles of incorporation, bylaws, amendments) Merger, acquisition and divestiture records Board records (including meeting records) Shareholder records	Permanent
Legal Data	Litigation, Regulatory Investigations & Legal Disputes	Records and information related to pending or anticipated litigation, regulatory investigations or other legal disputes in which VUC is involved	Pleadings Discovery Materials Legal Research Correspondence	Closure + 7years
Legal Data	Intellectual Property	Records and information related to intellectual property, including trademarks and service marks, copyright, and patents, owned and used by VUC	Trademark filings Internet domain name registrations Copyright registrations Patent filings and prosecution materials Correspondence	Permanent
Legal Data	Real Property Records	Records and information related to real property owned by VUC	Deeds Permits Surveys Title policies Leases, licenses and amendments Correspondence	Permanent
Legal Data	Insurance Records	Records and information related to insurance policies held by VUC including claims records.	Policy documentation Amendments and riders Certificates Claims Settlement records	Closure + 7 years
Legal Data	Regulatory Records	Records and information related to compliance with regulatory obligations	Regulatory filings Licenses and permit Reports Correspondence Lobbying records	Permanent
Legal Data	Compliance Records	Records and information documenting compliance with company policies and procedures and industry standards	Company policies and procedures, privacy program records, including: Complaints Ethics hotline Internal investigation records	While active + 6 years
Marketing & Advertising Data	General	Records and information related to marketing, advertising and recruitment activities undertaken by VUC	Market research Marketing materials Advertising campaign records Advertisements publications Lead generation / prospect records Publicity and public relations records Telemarketing records	While active + 5 years
Academic Data	Student Grades, Courses, attendance, etc.	Records and information related to students’ academic history and performance maintained by VUC	Transfer credit information Advisement records Grade appeal/change records Degree audit records Class schedules/lists Withdrawal/cancellation records Athletics participation information Loan Transcripts Records for Health/Professional Education Programs: Licensing records Performance evaluations Clerkship/clinical practice information (e.g., applications, agreements, placement) Training	While active + 6 years (limitation period for claims arising from contract)
Academic Data	Courses and Faculty	Records and information related to course content, enrollment and evaluations. Excludes faculty personnel records.	Curriculum development records Course schedules Course descriptions Enrollment lists Evaluations	While active + 6 years
Academic Data	Student Transcripts & Conduct Records	Records and information related to students’ academic history and performance to be maintained permanently by VUC	Transcripts Conduct records (e.g., disciplinary actions, suspension/expulsion)	Permanent
Academic Data	Admission Records (Non-Enrolled)	Records and information related to admission of students to VUC	Applications Correspondence Immigration documentation Employment authorization records Medical records Examination scores (e.g., entrance, placement, etc.) Transcripts from other institutions	While active + 6 years (Limitation period for claims arising from contract)
Academic Data	Admission Records (Enrolled)	Records and information related to admission of students to VUC	Applications Correspondence Immigration documentation Employment authorization records Medical records Examination scores (e.g., entrance, placement, etc.) Transcripts from other institutions	While active + 6 years
Academic Data	Administration	Records and information related to administration of VUC	Accreditation Records: Applications Evaluations Reports (external reviewer, self-study) Recommendations Federal Disclosure Records: Athletic participation Graduation/completion/transfer rates Higher Education Opportunity Act reports Institutional information (e.g., cost of attendance) Transfer credit policy Campus safety information	While active + 6 years
Facilities Data	General	Records and information related to the design, construction, management and maintenance of facilities owned and used by VUC	Accident/Incident Reports Security records Fire Safety Records Equipment/Machinery Records Site Records (e.g., facility blueprints, drawings, and records pertaining to capital projects / improvements to department facilities) Health & Safety Records Inspections & Permits Student housing records Food service records	While active + 15 years
Audit Data	Internal Audit Reports	Records and information related to internal audits and examinations conducted by VUC	Information requests Reports Remediation plans Work papers Presentations Correspondence	Current year + 7 years
Audit Data	External Audit Reports	Records and information related to audits of VUC conducted by third parties including government agencies	Information requests Reports Remediation plans Work papers Presentations Correspondence	Current year + 7 years
Information Technology Data	General	Records and information related to the provision of information technology services to VUC	Business Continuity and Disaster Recovery Planning Security incident response System and network documentation Run books & Schematics Test specifications Asset Inventory Maintenance, Service & Support Records	While active + 10 years
Administrative Data	General	Records and information related to the operation of VUC not covered by other categories	Correspondence Reports Meeting Minutes Memoranda Calendars Events records Project files Strategic plans	While active + 1 years

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