Data Backup & Retention Policy

1. Policy

D-VUE Limited t/a QUAL-E-PASS is to ensure that the Data Backup & Retention policy adheres to the following conditions for purposes of complying with the security requirements set forth and approved by management.

The purpose of this policy is to outline the need for performing periodic system backups to ensure that mission critical administrative applications, data, archives, applications, users’ data and archives are adequately preserved and protected against data loss and destruction.

Our systems that create or update mission critical State data on a daily basis needs to be backed up on a daily basis in order to minimise the exposure to loss of mission critical data. The component responsible for providing and operating such systems must conduct a systematic and detailed investigation of all the influencing factors leading to the compilation of a comprehensive System Specific Data Backup Policy. System specific backup policies policy must at least fulfil the requirements of the Minimal Data Backup Policy.

2. Scope

The purpose of this backup policy is defined to protect against the situations listed below:

  • Destruction of data media by force majeure, e.g. fire or water
  • Deliberate and/or accidental deletion of files with computer-viruses etc
  • Inadvertent deletion or overwriting of files
  • Technical failure of storage device (head crash)
  • Faulty data media
  • Demagnetisation of magnetic data media due to ageing or unsuitable environmental conditions (temperature, air moisture)
  • Interference of magnetic data media by extraneous magnetic fields
  • Uncontrolled changes in stored data (loss of integrity)

3. Types of Backups

Backups are created in order to avoid situations of losing valuable data. Backups can be created on daily basis, weekly basis, monthly basis or yearly basis. Backups become useful at the time of data loss, data inaccessibility, software malfunctions, drive corruptions etc. Before a backup policy is developed, the types of backups to be performed need to be understood. Defined below are two (2) types.


Type of Backup Description Appropriate Use
Full Backup A full backup creates a complete backup of all data which is stored. It’s the most comprehensive and time-consuming type of data nonetheless, it ensures a complete backup of everything. It is also the costliest in terms of effort, time and Euro output.

Annual Backup

Monthly Backup

Weekly Backup

Daily Backup

Incremental Backup An incremental backup essentially creates backups of only those files or records that have changed since the last backup was conducted, regardless of the previous backup type (Full or Incremental). It is also more complex to restore when a complete file needs to be restored but it takes less effort to create.

Weekly Backup

Daily Backup

4. Minimal Backup Policy

Type of Data Backup Frequency Onsite Retention Offsite Retention Destroy After
SitePass Website Daily N/A

90 Days

90 Days

SQL Database Daily N/A

90 Days

90 Days

SQL Server Daily N/A 90 Days

90 Days

App Service Daily N/A 90 Days

90 Days

4.1. Requirements

The minimal backup policy mandates the following:

  • SitePass Website –SitePass Website backups are performed on a daily basis and retained offsite for a period of 90 days.
  • SQL Database – SQL Database backups are performed on a daily basis and retained offsite for a period of 30 days.
  • SQL Server – SQL Server backups are performed on a daily basis and retained offsite for a period of 30 days.
  • App Service – App Service backups are performed on a daily basis and retained offsite for a period of 30 days.

4.2. Backup and Retention

Backup cycles are defined for daily, weekly, monthly and yearly periods. A full daily backup cycle involves retaining seven (7) backups per week (one week, MTWTFSS). These daily backups are retained for a period of one (1) month (thirty (30) days), as part of a weekly backup cycle and stored in a cloud. In this way, the risk of catastrophic loss is minimised at a reasonable cost.

4.3. Storage Location of Backups

All backups (SitePass Website, SQL Database, SQL Server, App Service) are stored online in a cloud.  Backups are processed through Microsoft Azure with the exception of the SitePass website which is backuped using Orion, and all data is stored within the European Union (EU) / European Economic Area (EEA).

4.4. Cloud Backup

Cloud backup, also known as online backup, is an approach for backing up data which involves sending a copy of the data over a proprietary network to an off-site server. The server is hosted by a third-party service provider, which in the case of QUAL-E-PASS is Microsoft Azure and Orion.


5. Further Information

If you have any queries in relation to this policy, please contact:

Séamus Eustace,
Data Protection Officer,
Copperfield, Clonagh East,
Tullamore, Co. Offaly.
R35 R8R6.

Tel: +353 (57) 93 00007

6. Disclaimer

QUAL-E-PASS reserves the right to amend or revoke this policy at any time without prior notice and in any manner in which QUAL-E-PASS sees fit at the absolute discretion of QUAL-E-PASS or managing director.

This notice was last updated on 19th February 2020.