Data Retention Policy

Last Updated: March 24, 2025

This Data Retention Policy explains how Domain ("we," "us," or "our") retains, stores, and deletes personal data and other information collected through our educational platform and services. This policy applies to all users, including students, instructors, and administrative personnel.

1. Purpose and Scope

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. This policy outlines our retention periods and deletion practices across different data categories.

2. Data Categories and Retention Periods

2.1 Account Information

User account data, including name, email address, password hash, and profile information, is retained for the duration of the active account plus an additional period as follows:

• Active Accounts: Retained indefinitely while the account remains active
• Inactive Accounts: Retained for 3 years after the last login or account activity
• Deleted Accounts: Permanently deleted within 90 days of account deletion request, except where legal retention is required

2.2 Educational Records

Course enrollment data, learning progress, assessments, grades, and certificates are retained according to the following schedule:

• Course Progress and Grades: 7 years from course completion or last activity
• Certificates and Credentials: Permanently retained to verify authenticity and maintain records
• Assignment Submissions: 3 years from submission date
• Video Recordings of Sessions: 1 year from recording date, unless explicitly saved by user

2.3 Communication Data

Messages, emails, chat logs, and other communications are retained as follows:

• Platform Messages: 2 years from the date of communication
• Customer Support Inquiries: 5 years from case closure
• Email Communications: 3 years from the date sent
• Live Session Chat Logs: 1 year from session date

2.4 Payment and Financial Data

Financial records and payment information are retained to comply with accounting and tax requirements:

• Transaction Records: 7 years from transaction date
• Invoices and Receipts: 7 years from issuance date
• Payment Card Information: Not stored on our servers; processed through third-party payment processors
• Refund Records: 7 years from refund date

2.5 Technical and Usage Data

Technical data, including IP addresses, device information, and usage analytics, is retained as follows:

• Server Logs: 90 days from creation
• Analytics Data: 26 months in aggregated form
• Cookies and Tracking Data: According to cookie settings, typically 12 months
• Security Logs: 2 years from creation

2.6 Marketing and Preference Data

Marketing communications and user preferences are retained as follows:

• Marketing Consent Records: 3 years from consent withdrawal or account deletion
• Email Campaign Data: 2 years from campaign date
• User Preferences: Duration of active account plus 1 year

3. Legal and Regulatory Retention

Certain data may be retained beyond standard retention periods when required by law, regulation, or legal process, including:

• Tax and accounting regulations requiring financial record retention
• Educational accreditation standards requiring academic record preservation
• Legal holds, litigation, investigations, or regulatory inquiries
• Fraud prevention and security incident investigations
• Contractual obligations with partners or institutions

When legal retention obligations expire, data will be deleted according to standard retention schedules.

4. Data Deletion and Anonymization

4.1 Secure Deletion Process

When retention periods expire, we delete personal data using the following methods:

• Permanent deletion from active databases and backup systems
• Overwriting data storage locations to prevent recovery
• Destruction of physical media containing personal data
• Removal from third-party systems and processors

4.2 Anonymization

For research, analytics, and service improvement purposes, we may anonymize personal data by:

• Removing all personally identifiable information
• Aggregating data to prevent individual identification
• Applying technical measures to ensure irreversible anonymization

Anonymized data may be retained indefinitely for statistical analysis and platform improvement.

4.3 Exceptions to Deletion

Data may not be immediately deleted in the following circumstances:

• Backup systems with scheduled overwrite cycles (maximum 90 days)
• Archived data required for legal compliance
• Anonymized or aggregated data no longer considered personal information
• Data required to complete ongoing transactions or fulfill contractual obligations

5. User Rights and Requests

Users have the following rights regarding their data retention:

5.1 Right to Request Deletion

Users may request deletion of their personal data before standard retention periods expire. We will honor such requests unless:

• Legal obligations require continued retention
• Data is necessary for legitimate business purposes
• Contractual obligations prevent deletion
• Security or fraud prevention requires retention

5.2 Right to Data Portability

Before deletion, users may request a copy of their personal data in a structured, commonly used format.

5.3 Requesting Data Deletion

To request data deletion or information about retention periods, contact us at:

• Email: [email protected]
• Phone: +19058264141
• Mail: 33344 2nd Ave, Mission, BC V2V 1K3, Canada

We will respond to deletion requests within 30 days and complete approved deletions within 90 days.

6. Third-Party Data Processors

We require all third-party service providers and data processors to:

• Implement data retention policies consistent with ours
• Delete data when instructed or when retention periods expire
• Provide evidence of data deletion upon request
• Maintain security measures during the retention period

We regularly audit third-party compliance with retention requirements.

7. Backup and Archival Systems

7.1 Backup Retention

Data in backup systems follows these schedules:

• Daily Backups: Retained for 30 days
• Weekly Backups: Retained for 90 days
• Monthly Backups: Retained for 1 year
• Annual Backups: Retained for 3 years

Data deleted from active systems will be automatically purged from backups according to these schedules.

7.2 Disaster Recovery

In the event of system restoration from backups, we will re-apply current retention policies and delete data that should no longer be retained.

8. Data Retention for Minors

For users under 18 years of age, we apply additional protections:

• Parental consent records retained until minor reaches majority age plus 1 year
• Educational records retained according to standard schedules unless parental deletion request received
• Marketing data deleted immediately upon age verification if user is under minimum age
• Priority processing for deletion requests from parents or guardians

9. Retention Schedule Review

We review and update this retention policy and our data retention schedules:

• Annually as part of privacy program review
• When legal or regulatory requirements change
• Following significant business changes or new service offerings
• In response to data protection authority guidance

10. Record of Processing Activities

We maintain internal records documenting:

• Categories of data retained and retention periods
• Legal basis for each retention period
• Data deletion and anonymization processes
• Third-party processors and their retention practices
• Retention period exceptions and justifications

These records are available for review by data protection authorities upon request.

11. Changes to This Policy

We may update this Data Retention Policy to reflect changes in our practices, legal requirements, or service offerings. When we make material changes:

• We will update the "Last Updated" date at the top of this policy
• We will notify active users via email or platform notification
• We will post the updated policy on our website
• Users will have 30 days to review changes before they take effect

Continued use of our services after policy changes constitutes acceptance of the updated retention practices.

12. Contact Information

For questions, concerns, or requests regarding this Data Retention Policy, please contact us:

Domain
33344 2nd Ave
Mission, BC V2V 1K3
Canada

Email: [email protected]
Phone: +19058264141
WhatsApp: +19058264141

We are committed to transparent data retention practices and will respond to all inquiries within 30 days.