Sensitive Information Handling and Disposal Policy

LynnCo Enterprises D.B.A. LynnCo Enterprise Consulting

1. Purpose

This policy outlines the procedures for the collection, handling, storage, and disposal of sensitive client information. LynnCo Enterprises Consulting is committed to protecting all personal, financial, and business information entrusted to us during the course of our services.

2. Scope

This policy applies to all employees, contractors, consultants, and any third parties who handle sensitive client information on behalf of LynnCo Enterprises Consulting.

Sensitive information includes, but is not limited to:

  • Personal identification information (e.g., full legal name, address, date of birth, Social Security Number)

  • Financial information (e.g., bank account details, tax documents, credit reports)

  • Trust and business formation documents

  • IRS filings, forms, and compliance records

  • Any other personally identifiable information (PII) or proprietary data

3. Information Collection

  • Sensitive information is collected only as necessary to fulfill the agreed scope of services.

  • Clients are informed of what information is collected, why it is required, and how it will be used.

  • Collection occurs through secure methods (encrypted web forms, secure email transmission, or approved encrypted document sharing platforms).

4. Handling and Storage

  • Sensitive information is accessed only by authorized personnel directly involved in the client’s project.

  • All sensitive data is stored electronically using encrypted, password-protected systems.

  • Physical documents (if applicable) are stored in locked, secure locations with restricted access.

  • Sensitive information must never be stored on unsecured devices (e.g., personal computers, non-encrypted external drives).

5. Sharing and Disclosure

  • Sensitive client information is shared strictly on a need-to-know basis.

  • Third-party service providers (e.g., legal, banking, or tax professionals) must agree in writing to confidentiality obligations before receiving any sensitive data.

  • No client information will be sold, rented, or disclosed without express written consent, unless required by law.

6. Disposal Procedures

  • Sensitive digital files no longer needed will be permanently deleted using secure data erasure methods (e.g., certified data-wiping software).

  • Physical documents no longer needed will be shredded or incinerated using secure destruction methods to prevent reconstruction.

  • Disposal actions must be documented for internal compliance reviews.

7. Retention Schedule

  • Sensitive information will be retained only for as long as necessary to fulfill the service agreement and meet any legal or regulatory requirements.

  • Upon completion of services and expiration of required retention periods, client information will be securely destroyed following the disposal procedures outlined above.

8. Breach Response

  • In the event of unauthorized access, loss, or disclosure of sensitive information, LynnCo Enterprises Consulting will:

    • Immediately contain and assess the breach.

    • Notify affected clients within a reasonable timeframe.

    • Implement corrective actions to prevent future breaches.

  • All incidents will be documented and reviewed to strengthen ongoing security practices.

9. Employee and Contractor Responsibilities

  • All personnel must complete training on this policy before accessing sensitive client data.

  • Any suspected violation of this policy must be reported immediately to management.

  • Non-compliance may result in disciplinary action, up to and including termination of contract or employment.

10. Policy Review and Updates

This policy will be reviewed at least annually and updated as necessary to comply with evolving best practices, legal requirements, and operational needs.