Speicherbegrenzung

What does the principle require?

Storage limitation is set out in Art. 5(1)(e) GDPR, alongside principles such as purpose limitation and data minimization (Art. 5 GDPR). It does not prohibit storing, but storing without reason. Exceptions apply, for example, for archiving purposes in the public interest, for research and statistics, and for statutory retention obligations, for example under commercial and tax law.

In practice, companies implement the principle through an Erasure concept It specifies for each type of data how long it is retained and when it must be erased.

Storage limitation and decommissioned devices

A common blind spot: a notebook is replaced, the data is long since on the new device or in the central system. The copy on the old hard drive no longer has a purpose – and thus violates storage limitation for as long as it exists. The same applies to servers, printers with hard drives, and smartphones. Our guide Disposing of data carriers under the GDPR shows which documentation counts in an audit. Second IT erases decommissioned data carriers with certification using Blancco and issues a digitally signed erasure certificate for each device. This entry does not replace legal advice.

Frequently asked questions about storage limitation

Where is storage limitation regulated?

In Art. 5(1)(e) GDPR. It is one of the principles that apply to every processing of personal data.

Does storage limitation also apply to backups?

Yes. Backup copies are also storage. An erasure concept should therefore specify how long backups are kept and when they are overwritten or erased.

What is the difference from a retention period?

Storage limitation requires that data not be stored longer than necessary. A statutory retention period can provide exactly this purpose. When it ends, the obligation to erase applies again.

Is anonymization enough instead of erasure?

Yes, if the link to a person is removed definitively and irreversibly. Then it is no longer personal data. Mere pseudonymization is not sufficient, because there persons can still be identified with additional knowledge.

How do I implement storage limitation in the company?

With an erasure concept. It specifies for each type of data the purpose, the retention period, and the time of erasure and names those responsible. Devices that are decommissioned also belong in this concept.