1 min read

Luxembourg: Business Email Retention

With just a few exceptions, almost all document types need to be kept for 10 years.

The General Data Protection Regulation (GDPR) applies, so you must not keep personal identifiable information, such as data about former employees, longer than is absolutely necessary.

Retention Period Document Type/Related Emails
10 years Accounting and finance documents (general ledgers, financial statements, audit reports, P&Ls, etc.) with supporting documents and related correspondence

Admin documents relating to company business activity (title of intellectual property rights, licenses, permits and authorizations, among others)

Bank documents (account statements, etc.)

Claims management documents

Commercial agreements and related documents/agreements (e.g. NDAs) with clients, suppliers and subcontractors

Commercial correspondence with clients, suppliers, sub-contractors (mail and emails received and copies of mail and emails sent)

Commercial lease

Commercial litigation files

Employment contracts, data related to identification, administration and organisation

Insurance contracts

Invoicing information, including payment collection data and external dunning (judicial procedure)

Notification to the National Commission for Data Protection of a data breach or violation

Payments to suppliers

Pay slips

Payroll documents relating to taxes, social security, extra hours, bonus, expenses, advantage in kind

Partner-related documents (suppliers, subcontractors, data processors)

Tax returns and documentation for inter-group pricing policies

VAT registry for the delivery or acquisition of goods or services within the EU, import/export documents related to the VAT
5 years Documents relating to employee sick leave and maternity leave (keep 5 years from end of year in which contributions were paid)

Corporate documents such as shareholder register, minutes of board, committee and shareholder meetings
3 years Information request to the National Commission for Data Protection

Sources:  Armaedfoundation.org    dsm.legal


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