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Data Retention Policy

Retention Philosophy​

Data is retained only as long as operationally necessary. Inactive user data may be deleted.

Retention Principles​

Operational Necessity​

We retain data only as long as needed to:

  • Provide our services effectively
  • Comply with legal and regulatory requirements
  • Resolve disputes and protect legal interests
  • Maintain service security and performance

User Control​

Users have the right to:

  • Request deletion of their data at any time
  • Control retention through account settings
  • Export data before deletion
  • Understand retention periods for different data types

Data Categories and Retention Periods​

Account Data​

Active Accounts​

  • Retention Period: While account is active
  • Data Types: Profile information, preferences, settings
  • Deletion Trigger: Account deletion or 12 months of inactivity

Inactive Accounts​

  • Retention Period: 12 months of inactivity
  • Notification: Users notified before deletion
  • Grace Period: 30 days to reactivate account
  • Final Deletion: Complete data removal after grace period

Service Usage Data​

Active Usage Data​

  • Retention Period: Current user session and 90 days history
  • Data Types: Task completion, progress tracking, usage patterns
  • Purpose: Service improvement and user experience
  • Deletion: Automatic deletion after retention period

Analytics Data​

  • Retention Period: Aggregated data retained indefinitely, individual data for 2 years
  • Data Types: Anonymous usage statistics, performance metrics
  • Purpose: Product development and service optimization
  • Privacy: All data anonymized and aggregated

Technical Data​

System Logs​

  • Retention Period: 90 days for security logs, 30 days for general logs
  • Data Types: Access logs, error logs, performance data
  • Purpose: Security monitoring and troubleshooting
  • Security: Logs are essential for security monitoring

Backup Data​

  • Retention Period: 30 days for operational backups
  • Data Types: Encrypted backups of user data
  • Purpose: Disaster recovery and data protection
  • Deletion: Automatic rotation and deletion of old backups

Communication Data​

Support Communications​

  • Retention Period: 2 years from last interaction
  • Data Types: Support tickets, email correspondence
  • Purpose: Customer service and dispute resolution
  • Deletion: Automatic deletion after retention period

Marketing Communications​

  • Retention Period: Until user unsubscribes or 2 years of inactivity
  • Data Types: Email preferences, subscription status
  • Purpose: Marketing communications and notifications
  • Deletion: Immediate upon unsubscribe request

Inactive User Data Handling​

Inactivity Definition​

An account is considered inactive if:

  • No login for 12 consecutive months
  • No app usage for 12 consecutive months
  • No communication with support team
  • No billing activity (if applicable)

Inactive Account Process​

  1. Warning Notification: Email sent 60 days before potential deletion
  2. Final Warning: Email sent 30 days before deletion
  3. Grace Period: 30 days to reactivate after final warning
  4. Data Deletion: Complete removal if no reactivation

Reactivation Process​

Users can reactivate by:

  • Logging into their account
  • Contacting customer support
  • Using the reactivation link in warning emails
  • Providing updated contact information

Regulatory Requirements​

Certain data may be retained longer for legal compliance:

  • Tax Records: 7 years for financial compliance
  • Legal Holds: Indefinite for active legal disputes
  • Security Logs: 1 year for security compliance
  • Audit Records: 3 years for financial audits

Law Enforcement Requests​

  • Legal process required for data disclosure
  • Users notified of requests (where legally permitted)
  • Minimal data provided as required by law
  • Compliance with applicable privacy laws

Data Deletion Procedures​

Secure Deletion​

All deleted data is securely removed using:

  • Multiple overwrites for critical data
  • Cryptographic erasure for encrypted data
  • Certified deletion for compliance requirements
  • Documentation of deletion procedures

Deletion Verification​

  • Regular audits of deletion procedures
  • Automated verification of complete removal
  • Documentation of deletion activities
  • User confirmation of data removal

User Rights​

Access Rights​

Users can request information about:

  • What data is retained and for how long
  • Why certain data is retained
  • How deletion requests are processed
  • Any exceptions to standard retention periods

Deletion Rights​

Users have the right to:

  • Request immediate deletion of their data
  • Export data before deletion
  • Object to certain retention practices
  • Receive confirmation of deletion completion

Updates to This Policy​

Policy Changes​

This data retention policy may be updated to:

  • Comply with new legal requirements
  • Reflect changes in business practices
  • Improve data protection measures
  • Provide clearer user guidance

Notification Process​

Significant changes will be communicated through:

  • Email notification to affected users
  • In-app notifications
  • Updated policy version dates
  • Public website announcements

Contact Information​

Data Retention Questions​

For questions about data retention:

Deletion Requests​

To request data deletion:

  • Email: privacy@mavarosystems.com
  • Subject Line: "Data Deletion Request"
  • Account Required: Must include account verification
  • Timeline: Deletion completed within 30 days

Document Classification: Internal Privacy Policy Access Level: Privacy/Legal/HR Last Updated: November 26, 2025