Document destruction for insurers and insurance agencies
Insurance records combine financial data with health data — life insurance applications, claims files and medical assessments are special categories of data. Keeping them after the limitation period for claims has expired breaches the GDPR. Ekotechnika collects documents from agency and multi-agency offices, destroys them at security level P-4/P-5 under DIN 66399 and issues a destruction certificate.
What makes insurance records different
- Claims under an insurance contract are, as a rule, time-barred after 3 years under Polish law — but personal injury files may be needed for much longer; it pays to separate these categories before weeding.
- Applications with medical questionnaires contain health data — we destroy them at security level P-5.
- Insurance distribution is subject to accountability (IDD, GDPR) — a destruction certificate documents that expired client data was actually deleted.
- Policy terms, policy copies and correspondence grow with every year of sales — regular collections keep the agency's archive under control.
Retention periods for insurance records
Indicative periods for the most common categories in an agency:
| Type of document | Retention period |
|---|---|
| Policies and applications (after cover ends) | limitation period, min. 3 years |
| Claims documentation | until claims are time-barred |
| The agency's accounting records | 5 years |
| Personnel files (employed from 2019) | 10 years |
| Marketing consents | until withdrawn + limitation period |
Free document retention calendar (PDF)
A complete table of retention periods for more than twenty categories of documents — with the rules for counting the deadlines and an archive clean-up checklist.
Download the calendarWhat we provide
Under ongoing cooperation we leave a lockable document container in your office — simply drop in expired printouts and copies, and we exchange the container at an agreed rhythm, leaving a certificate every time.
- Collection from your premises — we pick up the documents anywhere in Warsaw and the Mazovia region; you do not need to transport or pre-sort anything.
- Destruction to the DIN 66399 standard — security level P-4 as standard, and P-5 for specially protected data.
- Destruction certificate — a document stating the date, scope and method of destruction, ready to present during an inspection by UODO, the Polish data protection authority.
- Secure document containers — under ongoing cooperation we leave lockable containers on site and exchange them at an agreed rhythm.
How it works
- Contact and quote — by phone or e-mail; an approximate volume is enough (the number of binders, bags or linear metres of files).
- Collection — we arrive at the agreed time, weigh the documents and secure them for transport.
- Destruction and certificate — the documents are destroyed in line with DIN 66399 and you receive a destruction certificate for your GDPR records.
Binders of old policies still on the shelves?
Call or write — we will quote a one-off collection or propose a permanent container. You can also read more about our document destruction service.
Contact: 531 690 670 · bok@niszczeniedokumentow.com