Archive destruction for individuals: have your personal archive collected safely
Archive destruction sounds like something for businesses, but at home you also build up a sizeable paper archive over the years. Bank statements, tax returns, insurance policies, medical letters, old contracts and entire boxes of a deceased relative's paperwork. At some point you want to be rid of it, without the risk of your personal data ending up out on the street with the waste paper.
For a handful of sheets you simply grab a shredder at home, see our article on destroying confidential documents at home. But with whole boxes at a time, shredding yourself becomes an evening-long chore. Having your archive collected and destroyed is then the simpler route. This guide explains when that is worthwhile, how long to keep which documents, how collection works, what it costs and how to keep your proof in order.
Does the GDPR apply to me as a private individual?
A common misconception. The GDPR has a household exemption. If you process personal data purely for your own household, that falls outside the GDPR. As a private individual you therefore do not risk a fine from the data protection authority when you throw away your own bank statement. That is the difference with businesses, which are subject to the full GDPR obligations.
The real risk for individuals is therefore not a fine but identity fraud. A discarded copy of your ID, a bank statement with your account number or a policy document with your social security number is exactly what fraudsters look for. With that data, criminals open accounts, take out loans or make purchases in your name. Careful destruction is therefore above all self-protection.
When do individuals choose collection and destruction?
A few situations come up again and again.
1. Moving house or clearing the attic
You are moving or clearing the attic and come across boxes of paperwork from ten years ago. Taking it with you makes no sense, throwing it out with the waste paper is unsafe. Collection and destruction is then the cleanest solution, and it saves you hauling boxes.
2. Inheritance and estates
After a death, a complete administration is often left behind. Besides being emotionally heavy, this is sensitive material with social security numbers, account details and medical information. A certificate of destruction gives the surviving relatives the certainty that everything was handled carefully. There is a separate section on estates further down.
3. Kept for years, now past the retention period
Many people keep paperwork far longer than necessary, just in case. What you must keep for tax purposes is set out in the table below and in our retention periods cheatsheet. The rest can go.
4. Protecting against identity fraud
Sometimes there is no move or inheritance, but you simply want to be rid of a growing stack of sensitive post. An annual clear-out keeps the risk small and your cupboards empty.
How long should you keep personal documents?
Before you have anything destroyed, it helps to know what can truly go. For private individuals there is no legal obligation to destroy, but there are a number of practical retention periods, usually for tax or warranty reasons.
| Document | Keep | After that |
|---|---|---|
| Tax return and supporting documents | 5 years (own home 7 years) | Destroy |
| Bank statements | 2 years in practice, 7 years as tax proof | Destroy |
| Payslips and annual statements | Until pension check, at least 5 years | Destroy |
| Insurance policies | While valid plus a few years | Destroy |
| Mortgage and deed of sale | While owned plus 5 years after sale | Destroy |
| Warranty cards and receipts | While the warranty runs | Destroy |
| Diplomas and certificates | For life | Keep |
In doubt about a document? Then keep it a little longer. The rest, often the bulk of such an attic box, can be destroyed confidentially.
Why not just put it out with the waste paper?
Putting it out unshredded with the waste paper seems easy, but your documents then lie accessible to anyone at the kerb for hours. Bank statements, policy documents and copies of your ID are exactly what fraudsters look for. Other items do not belong there either, read what does not belong in the paper bin for the full overview.
A household shredder helps, but often only reaches a low security level and quickly jams with boxes at a time. For larger quantities, having it destroyed professionally is faster, safer and at the end you have proof on paper. Want to read the general approach first? See our guide on destroying confidential documents.
Destroy it yourself or have it collected?
The choice mainly depends on the volume.
- Less than one moving box: shredding yourself with a cross-cut shredder is fine. Spread it over a few evenings.
- One to a few boxes: collection is more comfortable and you get a certificate straight away.
- A whole estate or attic: collection is by far the easiest. No preparation, no hours of work.
How does collection work for individuals?
The procedure for individuals is the same as for businesses. You arrange it in four steps.
- Request. You indicate roughly how many boxes or bags you have. You get a fixed price, with no after-the-fact billing.
- Collection. Your material is collected at your home at an agreed time. You do not need to unpack anything.
- Destruction. The paper is destroyed confidentially and then recycled.
- Certificate. You receive a certificate of destruction with the date and quantity.
Do you have a larger one-off volume, for example an entire estate? Then also see one-off archive destruction for the approach and the price guide per box.
What does it cost?
Private individuals pay the same rates as business clients, so you pay no surcharge for being a private person. The price depends on the number of boxes.
| Your volume | Per box | Per roll container | Cheapest choice |
|---|---|---|---|
| 1 box | € 30 | n/a | Per box |
| 3 boxes | € 80 | € 120 (1 container) | Per box |
| 6 boxes | € 155 | € 165 (2 containers) | Per box |
| 7 boxes | € 180 | € 165 | Per container |
| 12 boxes | € 305 | € 210 (3 containers) | Per container |
Rule of thumb: fewer than seven boxes? Go for per-box collection. Seven or more? Then a roll container is worthwhile. Amounts shown exclude 21% VAT.
Special cases: hard drives, USB sticks and old devices
A personal archive often also contains digital carriers. An old laptop in the attic, loose USB sticks, an external hard drive or even old backup tapes. These do not belong with the paper and are not always truly empty after a factory reset, see disposing of USB sticks and memory cards safely.
Data carriers are priced separately, destroyed per unit and recorded by serial number on the certificate. You can hand them over in the same collection as your paper archive, so everything is arranged in one go.
Estates: extra attention
When clearing the administration of a deceased person, all sorts of things often come together. Besides ordinary post there are sometimes medical files, notarial documents and old policies. A few tips.
- Keep ongoing matters apart. The last year's tax return, an unsettled insurance claim or inheritance matters may still need the documents.
- What can definitely go can be collected and destroyed in one go.
- Keep the certificate. When dividing the estate among heirs, you can show that the deceased's personal data was carefully destroyed.
Have your personal archive collected?
We collect your boxes at your home and destroy them confidentially, with a certificate. No call-out charge within 20 km of Amsterdam, the same price as for businesses.
Request a quoteFrequently asked questions
Can I, as a private individual, have my archive collected and destroyed?
Yes. Private individuals pay the same rates as business clients. Your boxes are collected at your home, then destroyed, and you receive a certificate. You do not need a registered business.
Does the GDPR apply to me as a private individual?
For your own household records the GDPR does not apply, thanks to the household exemption. So you do not risk a fine. The real risk is identity fraud if sensitive documents fall into the wrong hands.
From how much paper is collection worthwhile for an individual?
A handful of folders you can shred yourself. From roughly one moving box full, collection becomes more attractive, because you avoid hours of work with a small device and you get a certificate straight away.
Do I have to unpack folders or remove staples?
No. Folders, ring binders, staples, paperclips and plastic sleeves can all go in. No preparation is needed.
Do I get a certificate as an individual too?
Yes. You receive a certificate of destruction with the date and quantity. That is useful with an inheritance or estate, so you can show that documents were carefully destroyed.
Can hard drives and USB sticks come along too?
Yes. Data carriers such as hard drives, USB sticks and old backup tapes are priced separately and registered by serial number on the certificate.
What do I do with old bank statements and tax papers?
Bank statements and tax papers contain sensitive data and do not belong unshredded in the waste paper. Keep what you still need for tax purposes and have the rest destroyed confidentially.
Conclusion
As a private individual you do not have to keep sitting on sensitive paperwork, nor take the risk of throwing it out unshredded. You do not risk a GDPR fine, but you do risk identity fraud, and that is reason enough to do it carefully. For small quantities a shredder at home is enough, for whole boxes at a time you have it collected and destroyed, with a certificate as proof. Especially with a move, an attic clear-out or an estate, that is the calmest choice.
Curious what collecting your personal archive costs? Request a quote via desnipperaar.nl or read how to have paper shredded. Within 5 minutes you have a fixed price.