Data retention in the UK and EU must balance global consistency with local legal nuances. In the UK, organizations must retain personal data only as long as necessary under the UK GDPR and the Data Protection Act 2018. In the EU, similar principles apply under the GDPR but with member-state variations.

According to CMS Law, since 2018, regulators across Europe have imposed over 5.65 billion euros in GDPR fines. That scale of enforcement underscores why retention and deletion rules matter... not just for privacy, but for real financial and reputational risk.

So why is harmonizing data retention globally tricky? Many organizations wrestle with conflicting regional rules, data location constraints, and evolving national guidance.

Today, we're taking a closer look at retention periods in the UK, key differences between UK and EU data regulations frameworks, and how to build a unified policy that respects regional data governance while mitigating global retention policy challenges.

What Is the Retention Period for Data in the UK?

Both the UK GDPR and the Data Protection Act 2018 require organizations to have a clear reason for storing personal data. The data must be deleted or anonymized when it's no longer needed for its original purpose.

Businesses are expected to document their retention decisions and review them regularly.

Different industries follow different timeframes. For example, financial institutions often retain customer data for several years to meet anti-money laundering requirements.

Healthcare organizations may keep patient records longer for medical or legal reasons. Each sector must balance operational needs with privacy rights.

The Information Commissioner's Office helps organizations interpret these requirements. It advises creating written retention schedules that outline how long each category of data should be stored.

The ICO also recommends regular audits to confirm that data retention policies are being followed.

Is There a Difference Between UK and EU GDPR?

The EU GDPR is enforced by national regulators in each member state, while UK data laws are overseen by the Information Commissioner's Office. It means that a company working across both regions might report to two different authorities.

Each regulator may interpret data retention rules slightly differently, creating added work for compliance teams when dealing with these global data policies.

Before Brexit, data moved freely between the UK and the EU. Now, the UK must rely on adequacy decisions and Standard Contractual Clauses (SCCs) to allow transfers.

These legal tools confirm that personal data remains protected once it leaves the EU. For businesses, this means adding more documentation and reviewing agreements with third parties to maintain EU data retention compliance.

Building a Unified Data Retention Strategy

Creating a single policy that works across multiple regions can be challenging. There are three key steps to building a unified approach to data compliance strategies:

• Developing a master retention schedule that can adapt to regional laws
• Using data mapping to track what information is stored and where
• Reviewing and updating policies to stay aligned with legal changes

Master Retention Schedule

A master retention schedule sets the foundation for data retention across all regions. It lists each category of data and outlines how long it should be kept.

To comply with UK data retention laws and EU data retention compliance rules, companies can create regional appendices that reflect specific legal requirements.

Using Data Mapping to Track Information

Data mapping helps organizations see where their data lives and what laws apply to it. When businesses know how information moves across systems and borders, they can apply the correct retention periods and deletion methods.

Reviewing and Updating Policies Regularly

Laws around data retention continue to change, and what was acceptable last year might not be enough today. Regular policy reviews help prevent compliance gaps and maintain trust with regulators and customers.

Companies should document each update and communicate any changes to all teams involved in data management.

Frequently Asked Questions

How Do Businesses Handle Conflicts Between Global and Local Retention Rules?

When an international data management policy conflicts with local regulations, businesses must always follow the stricter standard. The approach helps maintain compliance in every region where data is stored.

Many organizations set a global baseline that meets the minimum requirement everywhere, then apply shorter or longer retention periods as local laws demand. Documenting these differences helps prove compliance if a regulator asks for evidence.

What Are the Penalties for Noncompliance with Data Retention Regulations?

Noncompliance can lead to large fines and long investigations. Under the GDPR, penalties can reach up to 4 percent of a company's global turnover or 20 million euros, whichever is higher.

The UK Information Commissioner's Office can issue similar fines and order corrective actions. Beyond money, there is reputational damage. A public breach of data retention laws can harm trust with customers and partners.

Can Organizations Use Cloud Storage Providers for Data Subject to Regional Retention Laws?

Yes, but they must check where the data is stored and how it's managed. Cloud providers often keep copies of data across several countries.

Companies need written agreements that define where personal data will be processed, how deletion requests are handled, and what happens if a region's laws change. Using providers that follow international privacy certifications can make compliance easier.

How Often Should a Data Retention Policy Be Reviewed?

A yearly review is a good standard, but some industries may require more frequent checks. Policies should also be reviewed whenever a new regulation is introduced or when a company changes its systems or storage providers.

Keeping clear records of policy updates helps maintain consistency across teams and regions.

Are Backup Systems Subject to Data Retention Rules?

Yes, backups are part of a company's data environment and must follow the same retention principles. Data stored in backups can't be forgotten simply because it's not in active use.

Companies need to make sure old backups are deleted or anonymized once their retention period expires. Some use encrypted backups with built-in expiration features to help automate the process.

Data Retention Best Practices

Strong data retention practices connect global strategy with local compliance.

At Onna, we simplify how organizations manage and protect their workplace data. Our platform securely connects information from tools like Slack, Google, Microsoft, and Confluence into one centralized system.

By unifying unstructured data, we reduce security risks, streamline compliance, and turn information into a strategic asset that supports legal, IT, and business goals. Get in touch to find out how we can help with your data retention.