Data Retention Policy
Last Updated: March 11, 2026
This Data Retention Policy describes how Accessventuregrid collects, stores, and removes personal and operational data. It applies to all users, clients, and visitors who interact with
our services through accessventuregrid.info or any related platforms. By using our services, you acknowledge the practices described in this policy.
1. Purpose and Scope
This policy establishes the principles and procedures governing how long we retain data collected through our services, why we retain it, and how it is disposed of when retention is no
longer necessary. It applies to all categories of data processed by Accessventuregrid, including data collected from individual clients, session participants, and general website
visitors.
The scope of this policy covers:
Personal identification data provided during account creation or service enrollment
Communication records including emails, messages, and support interactions
Service usage and session data generated during platform activity
Payment and billing records associated with service transactions
Technical and diagnostic data collected automatically during platform use
2. Principles Governing Data Retention
We apply the following core principles when determining how long any category of data is retained:
2.1 Purpose Limitation
Data is retained only for as long as it is necessary to fulfill the specific purpose for which it was collected. Once that purpose has been achieved and no overriding legal,
contractual, or operational requirement exists, the data is scheduled for deletion or anonymization.
2.2 Proportionality
Retention periods are proportionate to the nature and sensitivity of the data. Highly sensitive personal data is subject to shorter retention windows and more rigorous disposal
procedures than general operational or technical data.
2.3 Accuracy and Relevance
We periodically review stored data to ensure it remains accurate, relevant, and necessary. Data that is found to be outdated, incomplete, or no longer relevant to any active purpose is
removed or corrected.
2.4 Security During Retention
All retained data is protected using appropriate technical and organizational security measures throughout the entire retention period. Access to retained data is restricted to
authorized personnel with a legitimate operational need.
3. Categories of Data and Retention Periods
The following table outlines the primary categories of data we retain, along with their standard retention periods and the basis for retention.
| Data Category | Examples | Retention Period | Basis for Retention |
|---|---|---|---|
| Account and Identity Data | Name, email address, contact details, account credentials | Duration of account plus 2 years after closure | Service delivery and contractual obligation |
| Service Usage Data | Session logs, feature access records, participation history | 2 years from date of activity | Service improvement and operational continuity |
| Communication Records | Support tickets, email correspondence, inquiry history | 3 years from last interaction | Service quality and dispute resolution |
| Payment and Billing Data | Transaction records, invoice history, payment method references | 7 years from transaction date | Financial record-keeping and legal compliance |
| Technical and Diagnostic Data | IP addresses, browser type, error logs, performance data | 12 months from collection | Security monitoring and platform stability |
| Marketing Preferences | Consent records, subscription status, communication preferences | Until consent is withdrawn plus 1 year | Consent management and compliance verification |
| Anonymized and Aggregated Data | Statistical usage summaries, trend data with no individual identifiers | Indefinite | Business analytics and service development |
Retention periods listed above represent standard durations. Individual circumstances, legal obligations, or active disputes may result in data being retained beyond the standard
period as described in Section 5.
4. Data Collected from Minors
Our services are not directed at individuals under the age of 18. We do not knowingly collect or retain personal data from minors. If we become aware that data from a minor has been
collected without appropriate authorization, we will take prompt steps to delete that data from our systems. If you believe we may hold data relating to a minor, please contact us
using the information provided in Section 9.
5. Extended Retention and Legal Holds
In certain circumstances, data may be retained beyond the standard periods outlined in Section 3. These circumstances include but are not limited to:
5.1 Legal and Regulatory Requirements
Where applicable law, regulation, or regulatory authority requires us to retain certain records for a defined period, we will comply with that requirement regardless of our standard
retention schedule. The data will be retained for the minimum period required and disposed of promptly once that obligation is satisfied.
5.2 Active Legal Proceedings or Disputes
If data is relevant to an ongoing or reasonably anticipated legal claim, investigation, audit, or dispute, it will be placed under a legal hold and retained until the matter is fully
resolved and all related appeal periods have elapsed.
5.3 Fraud Prevention and Security Investigations
Data associated with suspected fraudulent activity, security incidents, or policy violations may be retained for an extended period to support investigation, remediation, and
prevention of future occurrences.
5.4 User-Initiated Extensions
Where a user requests that specific data be retained for a longer period for their own purposes, we may accommodate that request subject to our technical capabilities and applicable
legal constraints.
6. Data Deletion and Disposal Procedures
When data reaches the end of its retention period and no exception applies, it is subject to secure disposal. Our disposal procedures vary based on the nature of the data and the
storage medium involved.
6.1 Digital Data
Digital data is deleted using methods that render it unrecoverable. This includes secure deletion from active databases, removal from backup systems within standard backup rotation
cycles, and purging from any archival storage. Deletion from backup systems may occur within 90 days of the scheduled deletion date, depending on backup cycle intervals.
6.2 Anonymization as an Alternative to Deletion
In some cases, rather than deleting data entirely, we may anonymize it by removing or irreversibly altering all identifying information. Anonymized data no longer constitutes personal
data and may be retained indefinitely for analytical or statistical purposes.
6.3 Disposal Verification
Our data management team conducts periodic audits to verify that scheduled deletions have been completed and that no data is retained beyond its authorized retention period without a
documented justification.
7. Third-Party Data Processors
We engage third-party service providers to assist in delivering our services. These providers may process data on our behalf and are subject to data processing agreements that include
retention and disposal obligations consistent with this policy. We require all third-party processors to:
Retain personal data only for the duration necessary to fulfill the contracted service
Apply security measures appropriate to the sensitivity of the data held
Delete or return personal data upon termination of the service relationship
Notify us promptly of any data breaches or unauthorized access events
We do not sell personal data to third parties and do not permit processors to use data for purposes beyond those specified in their service agreements.
8. User Rights Regarding Retained Data
Individuals whose data we hold have rights with respect to that data. These rights may be exercised by contacting us as described in Section 9. Applicable rights include:
8.1 Right of Access
You may request confirmation of whether we hold personal data about you and, if so, obtain a copy of that data along with information about how it is being used and how long it will be
retained.
8.2 Right to Rectification
If personal data we hold about you is inaccurate or incomplete, you may request that it be corrected or supplemented without undue delay.
8.3 Right to Erasure
You may request deletion of personal data we hold about you where it is no longer necessary for the purpose for which it was collected, where you have withdrawn consent and no other
legal basis applies, or where the data has been processed unlawfully. This right is subject to our legal obligations and any active retention holds described in Section 5.
8.4 Right to Restriction of Processing
In certain circumstances, you may request that we restrict the processing of your personal data while a dispute about its accuracy or the lawfulness of its processing is being
resolved.
8.5 Right to Data Portability
Where data has been provided by you and is processed on the basis of consent or contract, you may request that it be provided to you in a structured, commonly used, and
machine-readable format.
8.6 Right to Object
You may object to the processing of your personal data for certain purposes, including direct marketing. Upon receipt of a valid objection, we will cease processing for that purpose
unless we can demonstrate compelling legitimate grounds that override your interests.
We will respond to all valid requests within 30 days. In cases of complexity or high volume, we may extend this period by an additional 60 days, in which case we will notify you of the
extension and the reason for it.
9. Contact Information
If you have questions about this Data Retention Policy, wish to exercise any of the rights described in Section 8, or wish to report a concern about how your data is being handled,
please contact us using the details below:
Accessventuregrid
5670 Spring Garden Rd, Halifax, NS B3J 1H5, Canada
Email: info@accessventuregrid.info
Phone: +1 519 691 0452
Website: accessventuregrid.info
10. Changes to This Policy
We review this Data Retention Policy periodically and update it as necessary to reflect changes in our practices, services, or applicable requirements. When material changes are made,
we will update the date shown at the top of this document. We encourage you to review this policy periodically to remain informed about how we manage retained data. Continued use of
our services following the posting of an updated policy constitutes acceptance of the changes described therein.
This policy is effective as of the date shown above and supersedes any prior data retention policy published by Accessventuregrid.