Data Retention Policy
Last updated: July 2, 2026
Purpose and Scope
This Data Retention Policy explains how Choicechannel retains, stores, and deletes personal data and other information collected through our platform. This policy applies to all data processed in connection with our services, including participant information, seminar content, and communication records.
Data Categories and Retention Periods
Account and Profile Information
We retain account data, including names, email addresses, and profile settings, for the duration of your active account plus 90 days following account closure. This allows for account recovery and resolution of outstanding matters.
Learning Activity and Progress Data
Seminar participation records, completion certificates, discussion contributions, and assessment results are retained for 7 years from the date of completion. This extended period supports credential verification and educational record maintenance.
Payment and Transaction Records
Financial transaction data, including payment method details and billing history, is retained for 7 years to comply with standard accounting practices and support financial auditing requirements.
Communication Records
Email correspondence, support tickets, and platform messages are retained for 3 years from the date of the last communication. This period enables effective support continuity and dispute resolution.
Technical and Usage Data
Server logs, access records, and analytical data are retained for 18 months. This duration balances security monitoring needs with privacy considerations.
Marketing and Consent Records
Records of marketing preferences and consent documentation are retained for 3 years following withdrawal of consent or account closure to demonstrate compliance with communication regulations.
Retention Period Calculation
Retention periods begin from the date of data creation, last account activity, or service completion, as specified for each data category. When multiple retention requirements apply to the same data, we apply the longest applicable period.
Data Deletion Process
Automated Deletion
Our systems automatically identify and delete data that has exceeded its retention period through scheduled monthly reviews. Automated deletion applies to technical logs, expired session data, and temporary files.
Manual Review and Deletion
Certain data categories undergo manual review before deletion to ensure no legal, contractual, or legitimate business requirements justify extended retention. This includes participant records and financial documentation.
Secure Deletion Methods
Deleted data is rendered unrecoverable through cryptographic erasure of encryption keys, overwriting of storage media, or physical destruction of hardware, depending on the storage method and data sensitivity.
Exceptions to Standard Retention
Legal Holds
We suspend scheduled deletion when data becomes subject to legal proceedings, regulatory investigations, or valid legal requests. The hold remains in effect until the matter concludes and all obligations are satisfied.
Extended Retention for Legitimate Interests
We may retain specific data beyond standard periods when necessary to establish, exercise, or defend legal claims, protect against fraud, or fulfill regulatory obligations. Such extensions are documented and reviewed annually.
Anonymized Data
Data that has been fully anonymized such that it can no longer identify individuals may be retained indefinitely for research, analytics, and service improvement purposes.
User-Initiated Deletion
You may request deletion of your personal data at any time by contacting us at contact@choicechannel.online. We will process deletion requests within 30 days, subject to any legal obligations or legitimate interests that require continued retention.
Account closure triggers the retention periods specified in this policy. Some data may be retained in backup systems for up to 90 additional days before permanent deletion.
Data Minimization
We collect and retain only the data necessary for specified purposes. Regular reviews ensure we do not retain excessive, outdated, or irrelevant information. Data collection forms and processes are designed to minimize retention requirements from the outset.
Backup and Archive Management
Backup copies of data are maintained for disaster recovery purposes and follow the same retention schedules as primary data. Archived backups are deleted according to a rolling schedule that ensures no data persists beyond its designated retention period plus backup cycle duration.
Third-Party Data Processors
Service providers processing data on our behalf are contractually required to follow retention periods consistent with this policy. We verify compliance through regular audits and require secure deletion certification upon contract termination.
Policy Review and Updates
This Data Retention Policy is reviewed annually and updated as necessary to reflect changes in legal requirements, business practices, or data processing activities. Material changes will be communicated through email notification and prominent platform notices.
Retention Schedule Summary
| Data Category | Retention Period | Deletion Method |
|---|---|---|
| Account information | Active period plus 90 days | Automated |
| Learning records | 7 years from completion | Manual review |
| Payment records | 7 years from transaction | Manual review |
| Communications | 3 years from last message | Automated |
| Technical logs | 18 months from creation | Automated |
| Marketing consent | 3 years from withdrawal | Automated |
Contact Information
For questions about data retention practices or to request information about data held about you, please contact:
Choicechannel
20 Anderson Street, Hokowhitu
Palmerston
North 4410
New Zealand
Email: contact@choicechannel.online
Phone: +64278604928