GDPR Data Retention Policy Exception Request Form

Streamline Your GDPR Data Retention Exception Process

When legal holds, active litigation, or regulatory investigations require you to suspend standard data deletion schedules, you need a clear, auditable process that satisfies both operational and compliance requirements. This GDPR Data Retention Policy Exception Request Form provides legal teams, compliance officers, and data protection professionals with a structured approach to managing retention exceptions while maintaining full GDPR compliance.

Built for EU Compliance and Legal Operations

Under GDPR, organisations must balance the right to erasure (Article 17) with legitimate grounds for extended data retention—particularly when legal claims, regulatory investigations, or statutory obligations are in play. This form template helps you document:

• Legal hold requests triggered by anticipated or active litigation
• Regulatory investigation exceptions from supervisory authorities or government agencies
• Compliance-mandated retention beyond standard deletion schedules
• Clear justification and authorisation trails for audit and accountability

By capturing requester details, affected data categories, legal basis, retention duration, and approval workflows in one place, you create the documentation trail required under GDPR's accountability principle (Article 5(2)).

Why Paperform for GDPR Exception Management

Paperform gives legal and compliance teams the flexibility to build on-brand, conditional forms that adapt to different exception scenarios—whether it's a litigation hold, tax audit, or regulatory investigation. With conditional logic, the form adjusts questions based on the exception type, ensuring you collect precisely the right information every time.

Once submitted, route exception requests automatically using Stepper—your AI-native workflow builder. Send notifications to data protection officers, log requests in your legal case management system, update your data inventory in Airtable or Notion, and trigger approval workflows without manual handoffs. Stepper keeps your GDPR exception process connected, auditable, and compliant from request to resolution.

For organisations requiring long-term records and formal sign-offs, integrate Papersign to turn approved exception requests into formally executed retention agreements or legal hold notices, complete with audit trails and secure eSignatures.

Designed for Legal Teams, Compliance Officers, and DPOs

Whether you're in-house counsel managing litigation, a data protection officer overseeing GDPR compliance, or a compliance manager coordinating regulatory responses, this form template ensures every data retention exception is properly documented, justified, and approved. With SOC 2 Type II compliance, role-based permissions, and data residency controls, Paperform provides the security and governance framework enterprise legal and compliance teams require.

Get your GDPR data retention exception process organised, auditable, and fully compliant—no developers required.