Aldervick

Data handling

Use the least access necessary to do the job.

Catalogue exports, supplier files and quotation workbooks can contain commercially sensitive information. Aldervick is designed around bounded file-based work, minimal access and a clean handback rather than permanent custody.

Operating controls

Minimise what enters the workflow in the first place.

  • Initial enquiries collect project context, not source files
  • Representative files are requested only after a project-fit review
  • Prefer offline/file-based work over live production access
  • Avoid customer and order personal data in the initial ecommerce migration service
  • Never request passwords through the enquiry form or ordinary email
  • Do not invent missing product or business facts
  • Record unresolved exceptions instead of forcing uncertain matches
  • Use customer-controlled sharing or an agreed secure transfer route for project files

Retention model

Working files leave sooner than business records.

The project file itself does not need to become a permanent company archive.

Short-lived operational data

  • Unsuccessful enquiry details: target deletion 90 days after the conversation ends
  • Project working/source files: target deletion 30 days after accepted final handoff, unless another period is agreed
  • Temporary exports and intermediate files: removed with the project working set

Records that may need longer retention

  • Accepted scope, quote, contract and key acceptance record
  • Invoices and accounting/tax records for the period required by applicable law
  • Limited correspondence needed to evidence the commercial transaction or resolve a dispute

These are the intended V1 operating periods, not a promise to erase copies that a third-party provider must retain temporarily in backups or security logs. Any material exception will be disclosed.

Personal data roles

Product data and personal data are treated differently.

Most product-catalogue work should not require customer/order personal data. If a project does require Aldervick to process personal data on a customer's instructions, the role and required data-processing terms should be established in the project agreement before that information is transferred.

Where a requested dataset contains personal information that is unnecessary for the work, the preferred response is to remove or redact it before transfer rather than expanding the processing scope.