Data Retention and Disposal Policy

1. Purpose

This Data Retention and Disposal Policy establishes guidelines for Makin' It Move Transport, LLC ("Company") regarding the retention, storage, and secure disposal of business records and personal information. This policy ensures compliance with legal requirements, protects sensitive information, and maintains operational efficiency.

2. Scope

This policy applies to all:

• Business records, whether physical or electronic
• Personal information of employees, contractors, vendors, and customers
• SMS/text message records and communications
• Financial and accounting records
• Contracts, agreements, and legal documents
• Operational and transportation records

3. Data Retention Periods

3.1 Financial Records

• Tax records and supporting documents: 7 years
• Invoices and billing records: 7 years
• Bank statements and reconciliations: 7 years
• Accounts payable/receivable records: 7 years
• 1099 and W-9 forms: 7 years after last payment

3.2 Employment Records

• Employee personnel files: 7 years after termination
• Payroll records: 7 years
• Time and attendance records: 3 years
• I-9 forms: 3 years after hire or 1 year after termination, whichever is later
• Workers' compensation records: 10 years

3.3 Transportation and DOT Records

• Driver qualification files: 3 years after employment ends
• Vehicle maintenance records: 1 year after vehicle disposal
• Hours of service logs: 6 months
• Accident reports: 3 years
• Drug and alcohol testing records: 5 years

3.4 Contracts and Legal Documents

• Executed contracts: 7 years after expiration/termination
• Certificates of insurance: 7 years after expiration
• Trucking agreements: 7 years after termination
• DocuSign envelope records: 7 years

3.5 Communications Records

• SMS/text message logs: 3 years or as required by carrier agreements
• Email communications (business-critical): 7 years
• Opt-in/opt-out consent records: Duration of business relationship plus 5 years

3.6 Vendor and Contractor Records

• Vendor contact information: Duration of relationship plus 3 years
• Payment records: 7 years
• Insurance and compliance documents: 7 years after expiration

4. Data Storage Requirements

• Electronic records must be stored in secure, access-controlled systems
• Physical records must be stored in locked, fire-resistant cabinets or secure offsite storage
• Backup copies must be maintained for critical business records
• Access to sensitive records is restricted to authorized personnel only

5. Data Disposal Procedures

5.1 Electronic Records

• Data must be permanently deleted using secure deletion methods
• Hard drives and storage media must be wiped or physically destroyed
• Cloud-based records must be deleted from all systems and backups

5.2 Physical Records

• Documents containing sensitive information must be cross-cut shredded
• Large volumes may be disposed of through certified document destruction services
• Certificates of destruction should be obtained and retained

6. Legal Holds

When litigation, audit, or investigation is pending or reasonably anticipated, normal disposal procedures must be suspended for all relevant records. Legal holds take precedence over standard retention periods and remain in effect until formally released.

7. Individual Rights

Individuals have the right to:

• Request access to their personal information
• Request correction of inaccurate information
• Request deletion of their information (subject to legal retention requirements)
• Opt out of SMS communications at any time by replying STOP

8. Policy Review

This policy will be reviewed annually and updated as needed to reflect changes in legal requirements, business operations, or industry best practices.

9. Contact Information

For questions regarding this policy or to exercise your data rights, please contact:

Makin' It Move Transport, LLC
Email: corporate@makinitmove.com