Data Security
& Backup

Resilient, comprehensive data security & backup solution for retail

Data
Privacy

TRS stores all customer data in dedicated customer databases. This approach ensures complete segregation of your data, from initial ingestion right through to final reporting.

Furthermore, upon service termination, TRS handles data destruction. We will identify and destroy all active databases and backups when requested by the customer.

Regarding Personally Identifying Information (PII), TRS maintains a strict policy concerning PII and its storage. Therefore, we strongly encourage clients to provide any data considered PII only on an ‘as-necessary-basis’.

Responsible
Data Handling

At The Retail Score, working with sensitive data forms the core of our operations. We not only understand the analytical value this data holds, but also recognize the critical importance of its responsible usage and robust security management, especially concerning Personal Identifiable Information (PII).

Specifically, PII relates to any information capable of identifying an individual. Examples include full name, email address, phone number, and postal address. To facilitate your data protection policies, we proactively ask clients to specify precisely what Customer Data you wish tRS to hold within your tRS Data Warehouse. Consequently, we offer 3 distinct options for managing this.

Option 1

No Customer Data:

tRS only loads and retains a Customer numeric/alpha ID and a masked email address which will enable tRS to still produce Customer metrics such as:

% of named transactions
# new Customers
% customer with email etc.

All other customer data will not be loaded into the tRS data warehouse.

Option 2

Customer Data loaded into the Data Warehouse but No Customer Data the Cube:

Initially, tRS loads and retains a Customer numeric/alpha ID and necessary Personal Information, storing this data within the data warehouse and the cube. Importantly, derived measures, attributes, and outbound integrations remain unaffected by this. We can issue this data to 3rd party applications, such as Klayvio. However, in the cube or portal, end users only see the Customer ID; they cannot view other data. The client specifically selects which measures to retain.

Option 3

Customer Data loaded into the Data Warehouse and in the Cube with tight user access rules:

tRS loads and retains Customer numeric/alpha ID and necessary Personal Information, storing it in the data warehouse and cube. However, the default view for users in cube or portal means no access to these fields. We ask clients to identify specific users needing access. TRS then manages access for these individuals using security rules. Furthermore, the client controls which measures to retain.

Backup
Procedures

Robust data security is paramount; effective backups ensure data recovery during any calamity. At The Retail Score, we implement key backup principles:

Firstly, we leverage Microsoft Azure’s highly available, fault-tolerant facilities. Plus, we utilize premium locally redundant storage (LRS) for daily operations.

Furthermore, for data security and Disaster Recovery, we back up all servers, databases, and storage to encrypted geo-redundant storage.

Regarding backup frequency: servers and source data accounts back up daily (7 days), weekly (3 weeks), and monthly (1-3 months). Customer databases back up daily (7 days), weekly (5 weeks), and monthly (12 months).

Regarding recovery objectives: RPO is 24 hours for all customer data. Expect recovery up to 24 hours prior to incident. RTO is typically under 6 hours post-failure, though varies with data volume.

Disaster
Recovery Plan

TRS bases all operational systems and customer data processing facilities in the cloud. We utilize highly available, fault-tolerant providers for this.

In the unlikely event of a significant disaster, TRS can fully restore services at designated backup regional centers. However, achieving full recovery in an alternate region may require up to 48 hours; this timeline depends on the scope of the failure. Consequently, TRS is currently undertaking a new DR project. This aims to increase DR recovery options and improve turnaround time specifically for significant failures.

Finally, supporting our operational resilience, we ensure all TRS staff are equipped and able to work remotely should our physical offices become unavailable.

Customer Data Retention Policy

Data retention involves keeping records for set periods. This practice helps comply with business needs, industry guidelines, and regulations. Accordingly, at TRS, we maintain efficient customer data retention policies. These policies aim to best target customer needs.

Regarding historical data retention, data backup policies determine the retention period. By default, TRS retains historical customer data for 12 months.

General Retention Policy:

Database	Data Set	Retention Period
SQL Server	Daily Back up	7 Days
SQL Server	Weekly Back up	6 Weeks
SQL Server	Monthly Back up	12 Months

What Retailers
Say About tRS

Working with tRS for the last 5 years has provided Camilla with a single source of truth. The ease and ability to access data has ensured efficiency across the business including being able to link product sales and customer sales all in one simple data point. The retail portal has also empowered all key stake holders in our team to further improve the business performance.

Katie Metcalf

Head of Planning at Camilla

We have utilised the resources of the Retail Score since their inception. All departments within the business benefit through tRS’ enabling accessibility to essential business metrics, when and where it has been required – from desktop to mobile, through emails and portals. tRS plays a critical role in our day to day operations.

Matt Jensen

CEO of MJ Bale

tRS has equipped bassike with a centralised location for our core reporting. The ease and accessibility of the data through the pivots provides real time analysis and has enabled us to take a holistic approach to business strategy and core KPIs. The extension of the data into the tRS Portal allows the broader team to visualise and interpret these insights. The retail portal has also empowered all key stake holders in our team to further improve the business performance.

Talia Turton

Head of Merchandise & Planning at Bassike

As trusted custodians of our data, The Retail Score has partnered with APG&Co for over three years. We trust them with our data and leverage the platform they have built across our entire organisation.

Joesphine Barbaro

CFO of APG & Co

Since implementing tRS Connect, we have streamlined communications and operations between head office and store allowing for increased productivity, management of tasks and a clear assessment of stock. The retail portal has also empowered all key stake holders in our team to further improve the business performance.

tRS Connect Testimonial

Bassike

Since partnering with TRS, Academy Brand has been able to take reporting and analysis of data across all channels of our business to another level. The ease of access to data and ability to customise reports in pivot tables has supported our strategy and growth plans by allowing us to make strategic decisions using clear business intelligence. The retail portal has also empowered all key stake holders in our team to further improve the business performance.