Data Retention & Deletion Policy

Effective Date: January 1, 2023
Last Updated: December 11, 2024

1. Purpose

This Data Retention & Deletion Policy outlines how Coropos Web Services collects, stores, retains, and deletes personal and business data. This policy ensures compliance with privacy regulations including GDPR, CCPA, and other applicable data protection laws.

2. Scope

This policy applies to all data collected, processed, or stored by Coropos Web Services, including:

3. Data Categories and Retention Periods

3.1 Account and Profile Data

3.2 Billing and Payment Data

3.3 Project Files and Deliverables

3.4 Website Backups

3.5 Support and Communication Data

3.6 Marketing and Analytics Data

3.7 Email Data (Google Workspace)

3.8 Security and Access Logs

4. Data Deletion Procedures

4.1 Automated Deletion

We employ automated systems to delete data according to retention schedules:

4.2 Manual Deletion Requests

Clients may request early deletion of personal data by:

  1. Emailing privacy@coroposws.com with deletion request
  2. Providing account verification information
  3. Specifying which data should be deleted
  4. Acknowledging that deletion may affect service availability

4.3 Deletion Timeline

4.4 Secure Deletion Methods

5. Right to Erasure ("Right to be Forgotten")

5.1 GDPR Rights

Under GDPR, EU residents have the right to request deletion of personal data when:

5.2 Exceptions to Right to Erasure

We may refuse deletion requests when data retention is required for:

6. Data Portability

Before deletion, clients have the right to receive their data in a structured, commonly used format:

7. Account Closure and Data Deletion

7.1 Voluntary Account Closure

When you close your account voluntarily:

  1. Immediate: Account access disabled, services suspended
  2. 30 days: Active data archived
  3. 90 days: All backups purged except long-term retention items
  4. 7 years: Financial records deleted (per legal requirements)

7.2 Involuntary Account Closure

If we close your account for Terms of Service violations:

7.3 Inactive Accounts

8. Third-Party Data Processing

8.1 Subprocessor Data Retention

Third-party services we use have their own retention policies:

We ensure all subprocessors comply with applicable data protection laws.

8.2 Data Processing Agreements

We maintain Data Processing Agreements (DPAs) with all subprocessors that:

9. Legal and Compliance Retention

9.1 Legal Hold

Data subject to legal proceedings or investigations:

9.2 Regulatory Requirements

We comply with retention requirements including:

10. Breach Response and Data Deletion

In the event of a data breach:

11. Employee and Contractor Data

Data related to employees and contractors follows different retention schedules:

12. Data Minimization

We practice data minimization by:

13. Client Responsibilities

Clients are responsible for:

14. Audit and Compliance

14.1 Internal Audits

14.2 Documentation

We maintain records of:

15. Policy Updates

This policy is reviewed annually and updated as needed for:

Material changes will be communicated 30 days in advance.

16. Contact Information

For data retention, deletion, or portability requests:

This Data Retention & Deletion Policy is part of our Privacy Policy and Terms of Service. By using our services, you acknowledge and agree to these data retention and deletion practices.