Audience

This document is for clients and prospective users who are interested in using applications developed and hosted by Berkshire, users of outsourcing and consulting services provided by Berkshire, attorneys and procurement officers of companies acquiring applications, internal Berkshire staff and IT personnel of Berkshire’s clients and prospective users.

Assumptions

The policies outlined below are the standards for the information in the delivery and execution of the products and services provided by Berkshire. These may be superceded by other mutually agreed upon terms but should be assumed to be the default behavior unless otherwise defined.

Berkshire Analytics and Insights (BAI)

(formerly known as balanceAAP)

While maintaining an active subscription, Berkshire will retain your affirmative Plans accessible online up to 3 years from the plan date. After three years, those plans will be archived (stored offline) for 2 years. All plans with a plan date older than 5 years will be removed permanently from the system and backups. Access to archived plans will be available by contacting Product Support at product.support@berkshireassociates.com.

If the BAI Subscription is terminated, the plans will be accessible online for two years from the plan date, one additional year in archive, and then will be permanently removed from our systems.

REACH

All Good Faith Effort information will be retained in the system as long as an active BAI subscription is maintained. Upon expiration of the BAI subscription, REACH will be available for 90 days to access reports for any existing information.

Other Products and Consulting Services

Other products and services provided by Berkshire not defined above will be maintained online in Berkshire's systems for at least 3 years upon completion. After this period, information will be archived for 2 years and then subsequently removed from all systems.

Temporary files used to produce results are removed from the servers as soon they are designated as no longer needed to complete a client request.

Daily backups of all production data for all systems are kept for six months. Hourly backups are retained for 24 hours. When data is permanently removed from our systems, data resides in backups for six months until appropriately aged out.

Various server, network and other system logs are kept for different lengths, but for no less than six months. Application logs are retained at least for two years and as long as the client has an active hosting agreement with Berkshire. Log information is also correlated and stored in an Enterprise grade SIEM tool for 12 months for monitoring and analysis.

All information related to the delivery of products and services, including documentation around the legal requirements for the operation of the business, are kept indefinitely while active, and kept for a minimum of seven years upon expiration.

In the event a client wishes to immediately remove all of their data from the system, either at the end of a subscription, or if cancelling an active subscription, the primary contact for an organization should reach out to their Berkshire account representative to request removal of all data in writing. Once submitted and verified, Berkshire will remove all client data at the file and database level. Analytics and logs required for performance monitoring that contain no Personally Identifiable Information may be retained for compliance and monitoring. Additionally, data will be retained in backups until aging out after 6 months.

In the event an individual makes an independent request to remove data, Berkshire will adhere to any applicable laws, and provide notification to the organization who owns the data for appropriate handling.