Data Retention Policy

Last Updated: August 10, 2025

This Data Retention Policy explains how Domain ("we", "us", or "our") retains, stores, and deletes personal data and other information collected through our platform at domain.biz.

Overview

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 the specific retention periods and criteria we apply to different categories of data.

Categories of Data and Retention Periods

Account and Profile Information

Data collected when you create an account, including name, email address, profile details, and account preferences.

• Active Accounts: Retained for the duration of your active account status
• Inactive Accounts: Retained for 24 months following last login activity
• Closed Accounts: Deleted within 90 days of account closure, except where retention is required by law

Learning Activity and Progress Data

Information about your course enrollment, completion status, quiz results, assignments, and learning progress.

• Current Enrollments: Retained for the duration of enrollment plus 36 months
• Completed Courses: Retained for 60 months from completion date
• Assessment Results: Retained for 60 months to maintain academic records
• Certificates and Credentials: Retained indefinitely to verify achievements

Communication Records

Messages, support tickets, feedback submissions, and correspondence with our team.

• Support Tickets: Retained for 36 months after ticket closure
• Email Correspondence: Retained for 24 months from last communication
• Platform Messages: Retained for 12 months from sending date

Payment and Transaction Data

Information related to purchases, subscriptions, invoices, and payment methods.

• Transaction Records: Retained for 84 months to comply with financial regulations
• Payment Method Details: Retained until removed by user or account closure
• Invoices and Receipts: Retained for 84 months from transaction date

Technical and Usage Data

Log files, IP addresses, device information, cookies, and analytics data.

• Server Logs: Retained for 12 months
• Analytics Data: Aggregated data retained indefinitely; individual user data retained for 26 months
• Cookie Data: Retained according to cookie-specific retention periods as disclosed in our Cookie Policy
• Security Logs: Retained for 24 months for security and fraud prevention

Marketing and Communication Preferences

Consent records, subscription preferences, and marketing communication history.

• Consent Records: Retained for 60 months after consent withdrawal
• Unsubscribe Records: Retained indefinitely to honor opt-out requests
• Communication History: Retained for 36 months from last interaction

Extended Retention Circumstances

We may retain data beyond the standard periods outlined above in the following circumstances:

• Legal Obligations: When required by applicable laws, regulations, or legal processes
• Dispute Resolution: When data is relevant to ongoing disputes, claims, or litigation
• Fraud Prevention: When necessary to investigate or prevent fraud, abuse, or security incidents
• Business Continuity: When required for backup and disaster recovery purposes
• User Request: When you have specifically requested continued retention of certain data

Data Deletion Process

Automated Deletion

We employ automated systems to identify and delete data that has exceeded its retention period. Automated deletion occurs on a monthly cycle and includes:

• Expired session data and temporary files
• Outdated log files and system records
• Inactive account data past retention threshold
• Marketing data for unsubscribed users past retention period

Manual Review and Deletion

Certain categories of data undergo manual review before deletion to ensure compliance with legal obligations and business requirements. This includes:

• Financial and transaction records
• Data subject to legal hold or investigation
• Account closure requests
• Academic records and certifications

Secure Deletion Standards

When data is deleted, we employ industry-standard secure deletion methods:

• Overwriting deleted data to prevent recovery
• Removing data from all active systems, backups, and archives
• Deleting associated indexes and references
• Documenting deletion in audit logs

Backup and Archive Retention

Data stored in backups and archives may persist beyond standard retention periods due to technical limitations. Backup retention policies include:

• Daily Backups: Retained for 30 days
• Weekly Backups: Retained for 90 days
• Monthly Backups: Retained for 12 months
• Annual Archives: Retained for 36 months

Data in backups becomes inaccessible upon deletion from active systems and is permanently removed when backup retention periods expire.

User Rights and Data Deletion Requests

You have the right to request deletion of your personal data at any time, subject to certain legal exceptions. To exercise this right:

• Submit a deletion request through your account settings
• Contact us at [email protected] with your request
• Specify which data you wish to have deleted
• Provide verification of your identity

We will process deletion requests within 30 days, except where retention is required by law or legitimate business interests.

Exceptions to Deletion

We may decline or delay deletion requests when:

• Retention is required by applicable law or regulation
• Data is necessary to complete a transaction or provide requested services
• Data is required for fraud prevention or security purposes
• Data is subject to legal hold or ongoing investigation
• Deletion would impair our ability to exercise or defend legal claims
• Data has been anonymized or aggregated and no longer identifies you

Anonymization and Aggregation

After retention periods expire, certain data may be anonymized or aggregated for analytical and research purposes. Anonymized data:

• Cannot be used to identify individual users
• Is retained indefinitely for business intelligence and platform improvement
• Is not subject to data deletion requests
• May be shared with third parties for research or analytical purposes

Third-Party Data Retention

Third-party service providers processing data on our behalf maintain their own retention policies, which may differ from ours. We require third parties to:

• Retain data only as long as necessary for the specified purpose
• Delete or return data upon termination of services
• Comply with our data retention requirements through contractual agreements
• Provide documentation of deletion upon request

Policy Updates and Changes

We may update this Data Retention Policy periodically to reflect changes in our practices, legal requirements, or business operations. 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 provide a summary of significant changes
• Changes will take effect 30 days after notification

Your continued use of our platform after changes take effect constitutes acceptance of the updated policy.

Retention Schedule Summary

Data Category	Retention Period	Deletion Method
Active Account Data	Duration of account plus 24 months	Automated
Learning Progress	36 to 60 months from completion	Manual Review
Payment Records	84 months from transaction	Manual Review
Support Communications	36 months from closure	Automated
Server Logs	12 months	Automated
Analytics Data	26 months individual; indefinite aggregated	Automated
Consent Records	60 months after withdrawal	Manual Review
Certificates	Indefinite	Not Deleted

Contact Information

If you have questions about our data retention practices or wish to request deletion of your data, please contact us:

Email: [email protected]

Phone: +16135455259

Address: 16620 109 Ave NW, Edmonton, AB T5P 1C2, Canada

We will respond to all inquiries within 15 business days.