Moneygear Fintech Private Limited (henceforth referred to as "Company" or "MoneyGear") handles a variety of data and documents defined under clause 2 as part of its operations. These include physical documents and digital documents and data (“documents”).
A policy on the preservation of documents provides the framework for the establishment of relevance and retention periods for documents, and the framework for ensuring safe-keeping, protection, traceability, retrievability, and accessibility of documents.
The Company, makes board approved policy inter alia, in pursuance of Master direction Know Your Customer (KYC) Directions, 2016, Prevention of Money-Laundering Act, 2002, and Prevention ofMoney-Laundering (Maintenance of Records) Rules, 2005 on the preservation of the documents to aid the Company in handling the documents efficiently. It not only covers the various aspects of preservation of the documents, but also their safe disposal / destruction.
The words and phrases used in this Policy and not defined here shall derive their meaning from the Applicable Law.
This Policy is intended to guide the Company and its officers on the maintenance of any documents, their preservation, and disposal.
The preservation of documents should be done in the following manner:
The custody of the documents related to a function/department should be with the respective Authorised Person of the department / function. As and when the Authorised Person tenders resignation or is transferred from one location of the Company to another, the respective departments head should ensure that another person is authorised and such person takes over all the relevant documents, in his possession from the person relinquishing his / her charge.
The Board is authorised to make such alterations to this Policy as considered the appropriate, subject, however, to the condition that such alterations shall be in consonance with the provisions of the Acts and Regulations.
The physical documents preserved should be converted, whenever required or felt necessary, into electronic form and efficient utilization of space subject to compliance of the Applicable laws.
Where a document is being maintained both in physical form and in Electronic form, the authenticity with reference to the physical form should be considered for every purpose.
