Data Retention Policy
Last Updated: March 29, 2026
This Data Retention Policy explains how Domain ("we," "us," or "our") retains, stores, and deletes personal data and other information collected through our services. This policy applies to all users of our platform and services.
Overview
We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. When data is no longer required, we delete or anonymize it in accordance with this policy.
Types of Data We Retain
We collect and retain various categories of data, including but not limited to:
- Account information and registration data
- Profile information and preferences
- Workshop enrollment and progress records
- Communication history and support requests
- Payment and transaction records
- Usage data and activity logs
- Technical information and device data
- User-generated content and submissions
Retention Periods
Active User Accounts
Personal data associated with active accounts is retained for the duration of the account relationship. An account is considered active when you continue to access our services or maintain an enrolled status in any workshop or program.
Inactive User Accounts
If your account remains inactive for a period of 24 months, we may delete or anonymize your personal data. We will provide notice before deletion when feasible. You may request to keep your account active by logging in or contacting us.
Specific Data Categories
| Data Type | Retention Period |
|---|---|
| Account credentials and login information | Duration of account plus 30 days after closure |
| Workshop enrollment and completion records | 7 years from completion date |
| Payment and billing information | 7 years from transaction date |
| Communication records and support tickets | 3 years from last interaction |
| Marketing communication preferences | Until withdrawal of consent or account closure |
| Usage logs and analytics data | 18 months from collection |
| Technical logs and security records | 12 months from creation |
| User-generated content and assignments | Duration of account plus 90 days after closure |
Legal and Compliance Retention
Certain data may be retained for longer periods when required by law, regulation, or legal obligation. This includes:
- Financial records required for tax or accounting purposes
- Records necessary to comply with regulatory requirements
- Data subject to legal holds or pending litigation
- Information required to establish, exercise, or defend legal claims
- Records necessary to prevent fraud or abuse
When legal retention requirements expire, data will be deleted in accordance with the standard retention periods outlined in this policy.
Data Deletion Process
Automated Deletion
We employ automated systems to identify and delete data that has exceeded its retention period. This process runs on a regular schedule to ensure timely removal of outdated information.
Secure Deletion Methods
When data is deleted, we use industry-standard methods to ensure it cannot be recovered or reconstructed. This includes:
- Permanent deletion from active databases
- Removal from backup systems within standard backup rotation cycles
- Overwriting of storage media where technically feasible
- Destruction of physical media containing sensitive data
Anonymization
In some cases, we may anonymize data rather than delete it entirely. Anonymized data cannot be used to identify individual users and is not subject to data protection requirements. We may retain anonymized data indefinitely for statistical analysis and service improvement.
Account Closure and Data Deletion
When you close your account, we will delete or anonymize your personal data in accordance with the following timeline:
- Immediate: Your account is deactivated and inaccessible
- Within 30 days: Personal identifiers and login credentials are deleted
- Within 90 days: User-generated content and activity records are deleted
- Retention exceptions: Data subject to legal retention requirements or necessary for legitimate business purposes may be retained longer
User Rights Regarding Data Retention
You have the following rights concerning data retention:
- Request information about what data we hold and how long we retain it
- Request deletion of your data before the standard retention period expires
- Object to the retention of specific data categories
- Request a copy of your data before it is deleted
- Withdraw consent for data processing where consent is the legal basis
To exercise these rights, please contact us using the information provided at the end of this policy.
Backup and Archival Systems
We maintain backup copies of data for disaster recovery and business continuity purposes. Backups are retained for up to 90 days and are then permanently deleted. Data in backups may persist for the duration of the backup retention period even if deleted from active systems.
Archived data required for compliance or legal purposes is stored in secure, separate systems with restricted access and is retained only for the minimum period required by applicable law.
Third-Party Service Providers
We require third-party service providers who process data on our behalf to comply with retention schedules consistent with this policy. When our relationship with a service provider ends, we ensure that your data is returned to us or securely deleted in accordance with contractual obligations.
Data Retention for Minors
If we become aware that we have collected personal data from individuals under the applicable age of consent without proper parental authorization, we will delete such data immediately upon discovery.
Changes to Retention Periods
We may update our retention periods from time to time to reflect changes in business practices, legal requirements, or technological capabilities. Material changes to retention periods will be communicated through our website or by direct notification.
Data Breach and Security Incidents
In the event of a data breach or security incident, we may temporarily suspend scheduled data deletions to preserve evidence and comply with investigation requirements. Affected users will be notified in accordance with applicable laws.
Contact Information
If you have questions about our data retention practices or wish to exercise your rights regarding data retention, please contact us:
Domain
59 Algonquin Rd, Woodstock, ON N4T 1R8, Canada
Email: [email protected]
Phone: +1 613 279 3383
This Data Retention Policy is effective as of the last updated date shown above and applies to all data collected through our services.