Legal / Project records
Document Retention Notice
This notice records the current operational rules for project-enquiry data. It avoids indefinite, automatic storage while recognising that an active proposal, appointment or legal obligation may require a different period.
Update · 21 October 2026: the enquiry form currently accepts text only. Document uploads are temporarily unavailable. The provisions below about PDF storage, scanning and attachment review apply when document transfer is available. Contact ROVAD to arrange a suitable transfer method first.
What this covers
This notice covers website enquiry records, consent records, administrative audit events and optional PDFs submitted with a project enquiry. It does not set the final retention period for project files received under a signed professional appointment.
Initial review date
An uploaded PDF receives a retention-review date approximately six months after receipt. The date triggers an authorised review; it is not an automatic deletion command. The related enquiry is considered at the same time so the record and attachment are not separated incorrectly.
Review outcomes
At review, an authorised owner records one of four outcomes: delete an inactive or withdrawn enquiry; keep it for a documented follow-up period; transfer it into an active proposal or project record; or restrict deletion because of a legal, contractual, dispute, fraud-prevention or security need.
Inactive enquiries
Duplicate, test, withdrawn or clearly unsuitable submissions should be removed at the first eligible review unless a short record is needed for security, consent or dispute evidence. Enquiries with no continuing purpose should not be retained merely because storage is available.
Active proposals and projects
When an enquiry progresses, its information may be retained while the proposal or appointment remains active. If an appointment is signed, the relevant records move to the project-specific retention schedule agreed against contractual, professional, insurance and applicable legal requirements.
Deletion process
Deletion must remove the private attachment and the related working record through authorised administrative procedures, while preserving only the minimum audit evidence required to show that the request was handled. Temporary provider backups may expire on their own protected cycle rather than immediately.
Deletion holds
Deletion may be paused where records are needed for an active contract, legal duty, claim, complaint, investigation, security incident or the establishment, exercise or defence of legal rights. The reason and next review date should be documented.
Your request
You may ask for access, correction or deletion review using the contact below. A request is assessed against the applicable law and any valid retention duty; identity and authority over project material may need to be verified first.
Periodic review
This notice is reviewed with the privacy notice, contracts, insurance requirements, provider backup settings and legal advice as the company’s operations develop. Any revised periods will be published before they replace this workflow.
Reference framework: Kosovo Law No. 06/L-082. This is an operational website notice and is reviewed periodically as the company’s processes and providers develop.
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