Data Retention Policy
Last Updated: March 12, 2025
This Data Retention Policy describes how Domain ("we," "us," or "our") collects, retains, and disposes of personal data and other information gathered through the use of our platform and services available at domain.biz. This policy applies to all users, visitors, and registered participants of our platform.
We are committed to retaining data only for as long as necessary to fulfill the purposes for which it was collected, to comply with applicable legal obligations, resolve disputes, and enforce our agreements.
1. Scope of This Policy
This policy applies to all personal data and non-personal data processed by Domain in connection with the delivery of our online learning and webinar services. This includes data collected through our website, registration forms, interactive tools, communication features, and any other means through which users engage with our platform.
This policy should be read alongside our Privacy Policy, which provides further detail on how we collect and use personal data.
2. Categories of Data We Retain
We retain data across the following categories:
2.1 Account and Registration Data
This includes information provided when creating an account, such as name, email address, contact details, and authentication credentials. This data is retained for the duration of the account and for a defined period following account closure.
2.2 Usage and Activity Data
This includes records of platform interactions such as webinar attendance, session participation, content accessed, and feature usage. This data is used to improve service delivery and personalise the learning experience.
2.3 Communication Data
This includes messages sent through our platform's communication tools, support requests submitted via email at [email protected], and other correspondence between users and our team.
2.4 Technical and Log Data
This includes IP addresses, device identifiers, browser types, error logs, and server access records generated automatically during platform use.
2.5 Payment and Transaction Data
This includes billing information, transaction records, and payment history associated with purchases made through the platform.
2.6 Content Submitted by Users
This includes any materials, responses, project submissions, or contributions made by users during their participation in learning programmes or interactive sessions.
3. Retention Periods
We apply specific retention periods based on the category of data and the purpose for which it is held. The table below provides a general overview of our standard retention periods.
| Data Category | Retention Period | Basis for Retention |
|---|---|---|
| Account and Registration Data | Duration of account plus 3 years after closure | Contractual obligation and legitimate interest |
| Usage and Activity Data | 2 years from date of activity | Legitimate interest in service improvement |
| Communication Data | 3 years from date of communication | Legitimate interest and dispute resolution |
| Technical and Log Data | 12 months from date of generation | Security and operational integrity |
| Payment and Transaction Data | 7 years from transaction date | Legal and financial compliance obligations |
| User-Submitted Content | Duration of account plus 2 years after closure | Contractual obligation |
| Support and Inquiry Records | 3 years from resolution | Legitimate interest and quality assurance |
These periods represent our standard approach. In specific circumstances, data may be retained for longer periods where required by law, where legal proceedings are anticipated or ongoing, or where the user has given consent for extended retention.
4. Legal Bases for Retention
We retain personal data on the following legal bases:
4.1 Contractual Necessity
We retain data that is necessary to deliver services to registered users, process transactions, and fulfil our obligations under our Terms of Service.
4.2 Legal Obligation
Certain categories of data, particularly financial and transaction records, must be retained for specified periods under applicable law.
4.3 Legitimate Interests
We retain certain data where we have a legitimate interest in doing so, such as maintaining the security of the platform, improving service quality, and defending against legal claims. We ensure that such retention does not override users' fundamental rights and interests.
4.4 Consent
Where retention is based on consent, we will retain data for the period specified at the time consent was obtained, or until consent is withdrawn.
5. Data Deletion and Disposal
When data reaches the end of its applicable retention period, or when a verified deletion request is fulfilled, we ensure that the data is disposed of securely. Our disposal practices include:
Secure deletion: Digital data is permanently deleted using methods designed to prevent recovery or reconstruction.
Anonymisation: In some cases, rather than deleting data, we may irreversibly anonymise it so that it can no longer be associated with any individual. Anonymised data falls outside the scope of this policy and may be retained indefinitely for analytical or statistical purposes.
Third-party processors: Where personal data is held by third-party service providers on our behalf, we require those providers to apply equivalent deletion standards and timelines consistent with this policy.
6. User Rights Regarding Their Data
Users may submit requests related to their personal data at any time. Depending on applicable law and the circumstances of the request, users may have the right to:
Access the personal data we hold about them.
Request correction of inaccurate or incomplete data.
Request deletion of personal data, subject to legal and contractual obligations that may require continued retention.
Object to or restrict processing of their data in certain circumstances.
Withdraw consent where processing is based on consent.
To submit a data-related request, users may contact us at [email protected] or by post at 110 Place d'Orléans Dr, Orléans, ON K1C 2L9, Canada. We will respond to verifiable requests within a reasonable timeframe and in accordance with applicable obligations.
7. Data Held by Third Parties
We work with third-party service providers, including hosting providers, payment processors, and analytics tools, who may store data on our behalf. We require all such providers to maintain data retention and deletion practices that are consistent with the standards set out in this policy. We conduct periodic reviews of third-party data handling arrangements to ensure ongoing compliance.
We do not sell personal data to third parties and do not permit third-party providers to use the data they process on our behalf for their own independent purposes.
8. Data Security During Retention
Throughout the period that data is retained, we apply appropriate technical and organisational measures to protect it from unauthorised access, loss, alteration, or disclosure. These measures include encryption at rest and in transit, access controls, regular security assessments, and staff training on data handling obligations.
In the event of a data breach affecting retained data, we will follow our incident response procedures and notify affected individuals and relevant authorities as required.
9. Cookies and Tracking Data
Data collected through cookies and similar tracking technologies is subject to shorter retention periods based on the type and purpose of the cookie. Session cookies are deleted at the end of each browser session. Persistent cookies are retained for the period specified in our Cookie Policy, after which they expire automatically. Users may manage cookie preferences through their browser settings at any time.
10. Retention of Anonymised and Aggregated Data
Anonymised and aggregated data that cannot be used to identify any individual is not subject to the retention periods described in this policy. We may retain and use such data indefinitely for research, service improvement, reporting, and analytical purposes.
11. Changes to This Policy
We may update this Data Retention Policy from time to time to reflect changes in our practices, legal obligations, or the services we provide. The date at the top of this policy indicates when it was last revised. We encourage users to review this policy periodically. Where changes are material, we will provide notice through appropriate channels, such as email notification or a prominent notice on the platform.
Continued use of our services following the effective date of any update constitutes acceptance of the revised policy.
12. Contact Us
If you have questions, concerns, or requests relating to this Data Retention Policy or how we handle your personal data, please contact us:
Email: [email protected]
Phone: +1 450 773 6631
Postal Address: 110 Place d'Orléans Dr, Orléans, ON K1C 2L9, Canada
Website: domain.biz
We are committed to addressing all enquiries in a timely and transparent manner.