Data Retention Policy
Last Updated: January 16, 2024
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.
1. Purpose and Scope
This policy applies to all data collected through domain.info and our related services. We retain data only as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements.
2. Types of Data We Retain
2.1 Account Information
We retain account data including name, email address, contact details, and profile information for the duration of your active account plus an additional period as specified below.
2.2 Learning Data
Course progress, completion records, assessment results, learning paths, and session participation data are retained to provide continuous learning experiences and track educational achievements.
2.3 Communication Records
Messages exchanged with instructors, support inquiries, feedback submissions, and other communications are retained to maintain service quality and resolve issues.
2.4 Payment Information
Transaction records, billing information, and payment history are retained for accounting, tax compliance, and fraud prevention purposes.
2.5 Technical Data
Log files, IP addresses, device information, browser data, and usage analytics are retained to maintain platform security and improve service performance.
3. Retention Periods
| Data Category | Retention Period | Reason |
|---|---|---|
| Active Account Data | Duration of account plus 3 years | Service provision and user continuity |
| Learning Records | Duration of account plus 7 years | Educational credentials and verification |
| Payment Records | 7 years from transaction date | Tax compliance and financial reporting |
| Support Communications | 3 years from last interaction | Quality assurance and dispute resolution |
| Marketing Consent | Until withdrawal plus 1 year | Compliance verification |
| Technical Logs | 12 months from collection | Security monitoring and troubleshooting |
| Analytics Data | 26 months from collection | Service improvement and trend analysis |
4. Data Deletion Process
4.1 Automated Deletion
We implement automated processes that identify and delete data that has exceeded its retention period. These processes run on a regular schedule to ensure timely removal of outdated information.
4.2 Manual Review
Certain data categories undergo manual review before deletion to ensure compliance with legal holds, ongoing investigations, or contractual obligations.
4.3 Secure Deletion Methods
Deleted data is permanently removed using industry-standard secure deletion techniques that prevent recovery. Backup systems are purged according to our backup retention schedule.
5. Extended Retention Circumstances
We may retain data beyond standard periods when:
Legal Requirements: Laws, regulations, or court orders mandate longer retention periods for specific data types.
Ongoing Disputes: Data relevant to pending litigation, investigations, or disputes is retained until resolution.
Security Incidents: Information related to security breaches or fraud investigations is retained as necessary for protective measures.
User Request: You explicitly request extended retention for legitimate purposes such as credential verification.
6. Account Closure and Data Deletion
6.1 User-Initiated Closure
When you close your account, we begin the data deletion process according to the retention periods specified in this policy. You may request immediate deletion of certain data categories subject to our legal and operational requirements.
6.2 Inactive Accounts
Accounts with no activity for 5 consecutive years are considered inactive. We will notify you at your registered email address before initiating account closure and data deletion.
6.3 Data Preservation Rights
Even after account closure, you retain the right to request copies of your learning records and certificates of completion for verification purposes.
7. Backup Retention
Backup copies of data are maintained for disaster recovery purposes. While backups may contain data that has been deleted from production systems, backup data is not accessible for operational purposes and is deleted according to our backup rotation schedule, typically within 90 days.
8. Third-Party Data Processors
Third-party service providers who process data on our behalf are contractually required to follow retention periods consistent with this policy. When our relationship with a third-party processor ends, we ensure secure return or deletion of all data.
9. Aggregated and Anonymous Data
We may retain aggregated, de-identified, or anonymous data indefinitely for research, analytics, and service improvement purposes. This data cannot be used to identify individual users and is not subject to retention limits.
10. Your Rights Regarding Data Retention
You have the right to:
Request Information: Ask what data we retain about you and for how long
Request Deletion: Ask for deletion of your data before the scheduled retention period expires, subject to legal and operational constraints
Object to Retention: Object to retention of specific data categories where we rely on legitimate interests as our legal basis
Request Export: Obtain copies of your data before deletion
To exercise these rights, contact us at [email protected].
11. Record Keeping
We maintain internal records documenting our data retention practices, deletion activities, and compliance with this policy. These records are reviewed regularly to ensure accuracy and adherence to retention schedules.
12. Policy Updates
We may update this Data Retention Policy to reflect changes in our practices, legal requirements, or service offerings. Material changes will be communicated through our platform or via email. Continued use of our services after policy updates constitutes acceptance of the revised terms.
13. Contact Information
For questions about this Data Retention Policy or our data retention practices, please contact:
Domain
Deloitte Tower, 1190 Avenue des Canadiens-de-Montréal #1220
Montréal, QC H3B 0M7, Canada
Email: [email protected]
Phone: +12508589930