Data Retention Policy
Last Updated: May 7, 2024
Overview
This Data Retention Policy explains how long Choicejourney retains personal information and other data collected through our educational platform. We are committed to keeping your information only as long as necessary to fulfill the purposes outlined in our Privacy Policy and to comply with legal obligations.
Types of Data We Retain
Account Information
We retain your account data, including name, email address, and profile information, for as long as your account remains active. If you choose to close your account, we will delete or anonymize this information within 90 days unless retention is required for legal purposes.
Course and Learning Data
Information about your course enrollment, progress, completion status, and assessment results is retained for the duration of your account activity plus an additional three years after account closure. This allows us to provide certificates, transcripts, and historical records upon request.
Communication Records
Email correspondence, support tickets, and other communications are retained for two years from the date of the last interaction to ensure continuity of service and resolve any ongoing issues.
Payment Information
Transaction records and payment history are retained for seven years to comply with financial record-keeping requirements. However, full credit card numbers are never stored on our systems.
Technical and Usage Data
Log files, IP addresses, device information, and analytics data are typically retained for 18 months. This data helps us maintain platform security, diagnose technical issues, and improve user experience.
Retention Periods by Purpose
Service Delivery
Data necessary to provide educational services is retained throughout your active use of the platform and for a reasonable period afterward to allow you to resume learning or access historical information.
Legal Compliance
Certain data must be retained to comply with legal obligations, including tax laws, consumer protection regulations, and educational record requirements. These retention periods vary by data type and applicable law.
Security and Fraud Prevention
Information related to security incidents, suspected fraud, or terms of service violations may be retained longer than standard periods to protect our platform and users from harm.
Legitimate Business Interests
We may retain aggregated or anonymized data indefinitely for analytics, research, and platform improvement purposes. This data cannot be used to identify individual users.
Data Deletion and Anonymization
Automated Deletion
Our systems automatically delete or anonymize data when retention periods expire. This process runs regularly to ensure timely removal of outdated information.
User-Requested Deletion
You may request deletion of your personal information at any time by contacting us at help@choicejourney.space. We will process your request within 30 days, subject to legal retention requirements and legitimate business needs.
Account Closure
When you close your account, we begin the deletion process for data that is no longer needed. Some information may be retained in backup systems for up to 90 additional days before permanent removal.
Exceptions to Standard Retention
Legal Holds
If data becomes subject to a legal hold, litigation, investigation, or regulatory request, we will preserve that information beyond standard retention periods until the matter is resolved.
Disputed Transactions
Information related to payment disputes, refund requests, or billing inquiries will be retained until the dispute is fully resolved and any appeal periods have expired.
Suspended or Terminated Accounts
Accounts suspended or terminated for violations of our terms of service may have data retained longer to prevent abuse and protect the integrity of our platform.
Data Minimization
We practice data minimization by collecting only the information necessary for specific purposes and regularly reviewing our data holdings to identify information that can be deleted or anonymized earlier than scheduled retention periods require.
Backup and Archive Systems
Data stored in backup systems follows the same retention policies as production data. Backups are cycled regularly, and deleted data is removed from backup systems according to our backup rotation schedule, typically within 90 days of deletion from production systems.
Third-Party Data Processors
When we share data with third-party service providers, we require them to adhere to retention periods consistent with this policy and to delete or return data when it is no longer needed for the specified purpose.
Changes to Retention Periods
We may update retention periods in response to changes in legal requirements, business needs, or industry best practices. Material changes will be communicated through our platform and reflected in the last updated date of this policy.
Your Rights
You have the right to request information about how long we retain your data and to request deletion of your personal information subject to legal and contractual limitations. To exercise these rights, please contact us using the information provided below.
Contact Information
If you have questions about our data retention practices or wish to request deletion of your information, please contact us:
Email: help@choicejourney.space
Phone: +64272022385
Address: 11/95 Thackeray Street, Napier South, Napier 4110, New Zealand
Policy Review
This Data Retention Policy is reviewed annually to ensure it remains current with legal requirements and business practices. The most recent version is always available on our website at choicejourney.space.