Data Retention Policy
Last Updated: June 24, 2024
1. Purpose
This Data Retention Policy explains how Rewardclaimforge collects, stores, and disposes of personal and operational data. It defines the periods for which different categories of data are retained and the procedures followed when data is no longer required.
2. Scope
This policy applies to all data processed by Rewardclaimforge through its platform and associated services, including data provided by users, generated through platform activity, and collected automatically during service operation.
3. Principles of Data Retention
Rewardclaimforge retains data in accordance with the following principles:
- Necessity: Data is retained only for as long as it is needed to fulfil the purpose for which it was collected.
- Proportionality: The volume and sensitivity of retained data is proportionate to the legitimate purpose served.
- Accuracy: Data held for extended periods is reviewed and updated to ensure it remains accurate.
- Security: Retained data is protected by appropriate technical and organisational measures throughout its lifecycle.
- Accountability: Records of retention decisions and disposal actions are maintained.
4. Categories of Data and Retention Periods
4.1 Account and Registration Data
Data collected when a user creates an account, including name, email address, and authentication credentials, is retained for the duration of the active account relationship. Upon account deletion, this data is removed within 30 days unless a longer period is required for legal or contractual reasons.
4.2 User-Generated Content
Content created by users within the platform, such as workshop submissions, exercise records, and collaborative materials, is retained while the account remains active. Users may delete their content at any time. Upon account closure, user-generated content is deleted within 60 days.
4.3 Transaction and Billing Records
Records relating to purchases, subscription payments, and financial transactions are retained for a minimum of seven years from the date of the transaction to satisfy accounting and audit obligations.
4.4 Communication Records
Records of communications between users and Rewardclaimforge support or administrative teams are retained for three years from the date of the last communication in a given thread.
4.5 Usage and Activity Logs
Technical logs recording platform interactions, session data, and feature usage are retained for a period of 12 months. Aggregated and anonymised analytics derived from these logs may be retained indefinitely.
4.6 Security and Access Logs
Logs generated for security monitoring, fraud detection, and access control purposes are retained for 24 months. Where a security incident has been identified, relevant logs may be retained for the duration of any investigation and for a further 12 months thereafter.
4.7 Marketing and Communication Preferences
Records of consent and communication preferences are retained for the duration of the user relationship and for a period of three years following the end of that relationship, to demonstrate compliance with applicable requirements.
4.8 Cookies and Tracking Data
Data collected through cookies and similar technologies is retained in accordance with the expiry periods stated in the Cookie Policy. Session cookies expire at the end of each browser session. Persistent cookies are retained for the period specified at the point of collection, not exceeding 24 months.
5. Legal Holds and Extended Retention
Where data is subject to a legal hold, regulatory inquiry, litigation, or audit, normal retention schedules are suspended for the affected data until the matter is resolved. A legal hold overrides any scheduled deletion until formally lifted by an authorised representative of Rewardclaimforge.
6. Data Disposal
When data reaches the end of its retention period, it is disposed of in a secure manner appropriate to its format and sensitivity:
- Electronic records are permanently deleted using methods that prevent recovery.
- Physical records, where applicable, are destroyed by secure shredding or equivalent means.
- Third-party processors are required to confirm secure disposal of data held on behalf of Rewardclaimforge.
Disposal actions are logged to maintain an auditable record.
7. Third-Party Data Processors
Where Rewardclaimforge engages third-party service providers to process data, those providers are contractually required to retain data only for the periods necessary to deliver the contracted service and to dispose of data securely upon termination of the engagement or upon instruction.
8. User Rights Regarding Retained Data
Users may exercise the following rights in relation to data retained by Rewardclaimforge:
- Access: Request a copy of personal data held.
- Correction: Request correction of inaccurate or incomplete data.
- Deletion: Request deletion of personal data where no overriding legal obligation requires its retention.
- Restriction: Request that processing of personal data be restricted in certain circumstances.
- Portability: Request transfer of personal data in a structured, machine-readable format where technically feasible.
Requests may be submitted by contacting Rewardclaimforge at help@rewardclaimforge.pro . Requests will be acknowledged within five business days and fulfilled within 30 days, subject to identity verification.
9. Retention Schedule Summary
| Data Category | Retention Period |
|---|---|
| Account and Registration Data | Duration of account plus 30 days post-closure |
| User-Generated Content | Duration of account plus 60 days post-closure |
| Transaction and Billing Records | 7 years from transaction date |
| Communication Records | 3 years from last communication |
| Usage and Activity Logs | 12 months |
| Security and Access Logs | 24 months (extended if incident-related) |
| Marketing and Preference Records | Duration of relationship plus 3 years |
| Cookie and Tracking Data | Up to 24 months per cookie type |
10. Policy Review
This policy is reviewed at least annually and updated as required to reflect changes in operational practices, legal obligations, or the services offered by Rewardclaimforge. The date at the top of this document indicates when the policy was last revised. Continued use of the platform following any update constitutes acceptance of the revised policy.
11. Contact
Questions or concerns regarding this Data Retention Policy may be directed to:
- Email: help@rewardclaimforge.pro
- Address: 28 University Ave, Canberra ACT 2601, Australia
- Phone: +61 439 353 958