Data Retention Policy

Last updated: April 6, 2025

This Data Retention Policy outlines how Varqine ("we," "us," or "our") retains, stores, and manages personal data and other information collected through our webinar platform and related services.

1. Purpose and Scope

This policy establishes retention periods for different categories of data to ensure compliance with legal obligations, operational requirements, and user privacy expectations. It applies to all data collected through varqine.pro and associated services.

2. Data Categories and Retention Periods

2.1 Account and Registration Data

Personal information provided during account creation, including name, email address, and profile details:

  • Active accounts: Retained for the duration of account activity
  • Inactive accounts: Retained for 3 years following last login or activity
  • Deleted accounts: Personal data removed within 30 days of deletion request, with some exceptions noted below

2.2 Webinar Participation Data

Information related to webinar attendance, registrations, and interaction:

  • Registration records: Retained for 2 years after webinar completion
  • Attendance logs: Retained for 2 years after webinar completion
  • Chat messages and Q&A interactions: Retained for 1 year after webinar completion
  • Recording access logs: Retained for 2 years after webinar completion

2.3 Communication Records

Emails, support tickets, and other communications with users:

  • Support correspondence: Retained for 3 years after case closure
  • Marketing communications: Retained until user unsubscribes or withdraws consent
  • Transactional emails: Retained for 2 years from date sent

2.4 Payment and Billing Information

Financial transaction data and payment records:

  • Payment transaction records: Retained for 7 years for accounting and tax purposes
  • Invoice and receipt data: Retained for 7 years
  • Payment method details: Stored by third-party payment processors according to their policies; we do not directly retain full payment card information

2.5 Technical and Usage Data

Information automatically collected through platform usage:

  • Server logs and access records: Retained for 12 months
  • Analytics data: Retained in aggregated form indefinitely; individual user data retained for 26 months
  • Cookie data: Retained according to specific cookie durations, typically between 30 days and 2 years
  • Device and browser information: Retained for 12 months

2.6 Content and Materials

User-generated content and webinar materials:

  • Webinar recordings (where permitted): Retained for 3 years or until deleted by organizer
  • Presentation materials and documents: Retained for 3 years or until deleted by uploader
  • User comments and feedback: Retained for 2 years

3. Legal and Compliance Retention

Certain data may be retained longer when required by law or legitimate business interests:

  • Data subject to legal holds or investigations: Retained until matter resolution
  • Data required for legal claims or disputes: Retained for 7 years or duration of applicable limitation period
  • Audit and compliance records: Retained for 7 years
  • Fraud prevention data: Retained for 5 years

4. Backup and Archive Retention

We maintain backup systems for business continuity and disaster recovery purposes:

  • Regular backups: Retained for 90 days in rotating cycles
  • Archive backups: Retained for 1 year
  • Data deleted from production systems may persist in backups until the backup cycle completes

5. Data Deletion and Anonymization

5.1 Secure Deletion

When retention periods expire, we securely delete or anonymize data using industry-standard methods:

  • Personal identifiers are permanently removed or pseudonymized
  • Data is overwritten to prevent recovery
  • Physical media containing data is securely destroyed

5.2 Anonymization

Some data may be retained indefinitely in anonymized or aggregated form for:

  • Statistical analysis and reporting
  • Platform improvement and research
  • Trend analysis and market insights

Anonymized data cannot reasonably be used to identify individual users.

6. User Rights and Requests

Users may exercise their rights regarding data retention:

  • Access: Request information about data we retain about you
  • Deletion: Request early deletion of your personal data, subject to legal obligations
  • Objection: Object to retention of specific data categories
  • Portability: Request a copy of your data in portable format

To exercise these rights, contact us at [email protected] or call +27 68 149 8458.

7. Exceptions to Standard Retention

We may retain data beyond standard periods when:

  • Required by applicable law or regulation
  • Necessary to establish, exercise, or defend legal claims
  • Subject to ongoing investigation or dispute
  • You have provided explicit consent for extended retention
  • Required for legitimate business purposes with documented justification

8. Third-Party Data Processors

Third-party service providers who process data on our behalf maintain their own retention policies. We require contractual commitments that they:

  • Retain data only as long as necessary for service provision
  • Delete or return data upon contract termination
  • Comply with applicable data protection requirements

9. Data Storage Locations

Data may be stored in multiple geographic locations through our hosting and cloud service providers. Regardless of location, all data is subject to this retention policy and appropriate security measures.

10. Policy Review and Updates

We review this Data Retention Policy annually and update it as necessary to reflect:

  • Changes in legal or regulatory requirements
  • Evolution of business practices and services
  • Technological developments affecting data management
  • User feedback and industry best practices

Material changes will be communicated through our website and, where appropriate, via email notification.

11. Accountability and Records

We maintain internal records documenting:

  • Data retention decisions and rationale
  • Deletion and anonymization activities
  • Exceptions to standard retention periods
  • User requests related to data retention

12. Contact Information

For questions, concerns, or requests related to data retention, please contact us:

Varqine
8 Old Main Road Ashburton
Pietermaritzburg, 3213
South Africa

Email: [email protected]
Phone: +27 68 149 8458
WhatsApp: +27 68 149 8458

This Data Retention Policy is effective as of the last updated date shown above and supersedes all previous versions.