Data Retention Policy

Transmitta offers users flexibility in data retention. By default, we operate as a data processor, storing uploaded documents only temporarily to facilitate secure transmission to the intended recipient. However, users can opt into extended retention services upon request.

Default Data Processing (Temporary Storage)

By default, uploaded documents are retained only until they are downloaded by the intended recipient. To ensure compliance with data protection laws, the following rules apply:

  • Documents are automatically deleted 30 days after upload if not downloaded.
  • Once a document is successfully downloaded, it is deleted when the client project is closed.
  • Users may manually delete files at any time through their dashboard.
  • Soft deletion is applied for 7 days to allow accidental recovery before permanent removal.

Optional Data Retention (Upon Request)

Users who require longer data retention for compliance or operational purposes may request extended storage options. The available retention plans include:

  • Retention for up to 6 months (encrypted storage, accessible only to authorized users).
  • Retention for up to 12 months (with periodic security audits and access logs).
  • Custom retention periods available upon contract agreement.

GDPR & Compliance

Transmitta complies with GDPR and is under review for ISO 27001 guidelines. Users retain full control over their data, including the ability to request erasure at any time. If a user invokes their "right to be forgotten," all associated data will be permanently deleted within 30 days unless legal obligations require further retention.

Regulatory Compliance: FCA, HMRC, and GDPR

Transmitta provides a document upload and transfer service for real estate agents and mortgage brokers but does not act as a regulated financial entity. As such, the responsibility for document retention in compliance with regulatory authorities lies with the end-users (agents and brokers). However, we ensure that our service aligns with the following key regulations:

Financial Conduct Authority (FCA)

While Transmitta itself is not regulated by the FCA, mortgage brokers and real estate agents may be required to retain client documentation for a minimum period, typically three years under the Mortgage Conduct of Business (MCOB) rules. Transmitta provides temporary storage, but long-term record retention remains the broker's responsibility.

HM Revenue & Customs (HMRC)

HMRC mandates that financial records, including supporting documents like P60s and bank statements, be kept for at least six years. As Transmitta does not engage in financial processing, we do not enforce this retention period. Brokers using our service should ensure compliance by downloading and securely storing necessary documents before they are automatically deleted.

General Data Protection Regulation (GDPR)

Transmitta fully complies with GDPR requirements, ensuring that users have full control over their data. Under GDPR Article 17, individuals have the right to request permanent erasure of their personal data. Accordingly:

  • Users can request deletion of their data at any time.
  • All deleted files are permanently removed within 30 days, unless legal retention obligations apply.
  • We implement strong access controls, encryption, and automatic deletion policies to protect user data.

In summary, Transmitta provides secure document transfer services while ensuring compliance with relevant data protection laws. Users must ensure they download and retain necessary records for their regulatory compliance needs.