Data Retention Policy
Last Updated: May 5, 2026
This Data Retention Policy describes how Domain ("we," "us," or "our") collects, stores, and deletes personal data and other information in connection with the services available at domain.info. By using our platform, you acknowledge the practices described in this policy.
1. Purpose and Scope
This policy applies to all personal data and operational data processed by Domain in the course of providing its online education and webinar services. It covers data collected from learners, instructors, visitors, and any other individuals who interact with our platform.
The purpose of this policy is to ensure that data is:
- Retained only for as long as necessary to fulfil the purpose for which it was collected
- Stored securely during the retention period
- Disposed of in a controlled and irreversible manner at the end of the retention period
2. Categories of Data We Retain
2.1 Account and Identity Data
This includes name, email address, username, password credentials (stored in hashed form), profile information, and any other details provided at registration or during account management.
2.2 Usage and Activity Data
This includes records of webinar attendance, course progress, session timestamps, feature interactions, and platform navigation data.
2.3 Communication Data
This includes messages sent through our platform, live chat transcripts, support tickets, and email correspondence with our team.
2.4 Payment and Transaction Data
This includes purchase history, billing details, and transaction identifiers. Full payment card details are not stored on our systems and are handled exclusively by certified payment processors.
2.5 Technical and Device Data
This includes IP addresses, browser type and version, operating system, device identifiers, and log files generated during platform access.
2.6 Cookie and Tracking Data
This includes data collected through cookies, pixels, and similar technologies as described in our Cookie Policy.
3. Retention Periods
We apply retention periods based on the category of data and the reason it was collected. The table below summarises our standard retention schedules.
| Data Category | Retention Period | Basis for Retention |
|---|---|---|
| Account and identity data | Duration of account plus 3 years after closure | Service delivery, legal compliance |
| Usage and activity data | 2 years from the date of activity | Service improvement, legitimate interest |
| Communication data | 3 years from the date of last communication | Dispute resolution, legal compliance |
| Payment and transaction data | 7 years from the date of transaction | Financial and tax record obligations |
| Technical and device data | 12 months from collection | Security monitoring, fraud prevention |
| Cookie and tracking data | Up to 13 months from placement | Analytics, functional operation |
| Support and ticket records | 3 years from ticket resolution | Service quality, legal compliance |
| Marketing consent records | 5 years from consent or last interaction | Compliance with consent obligations |
Where a longer retention period is required by applicable law or a regulatory obligation, data will be retained for that longer period and then securely deleted.
4. Criteria Used to Determine Retention Periods
Where a specific period is not prescribed by law, we determine appropriate retention periods based on the following factors:
- The original purpose for which the data was collected
- The nature and sensitivity of the data
- Potential risk of harm from unauthorised use or disclosure
- Whether the purpose can be achieved with anonymised or aggregated data
- Applicable legal, regulatory, or contractual requirements
- Industry standards and best practices for the type of service provided
5. Data Deletion and Anonymisation
5.1 Deletion Process
At the end of the applicable retention period, data is permanently deleted from active systems and from all backup copies within a reasonable processing window, typically not exceeding 90 days after the retention period expires.
5.2 Anonymisation
In some cases, rather than deleting data, we may irreversibly anonymise it so that it can no longer be linked to any individual. Anonymised data is not subject to this policy and may be retained indefinitely for statistical or research purposes.
5.3 Account Closure
When a user closes their account, personal data is flagged for deletion in accordance with the retention schedule. Some data may be retained beyond account closure where required for legal compliance, fraud prevention, or dispute resolution as outlined in this policy.
6. Data Storage and Security During Retention
While data is retained, we apply appropriate technical and organisational measures to protect it against unauthorised access, loss, or destruction. These measures include:
- Encryption of data in transit and at rest
- Access controls limiting data access to authorised personnel only
- Regular security assessments and system monitoring
- Secure backup procedures with defined retention windows
7. Third-Party Processors
We engage third-party service providers to assist with platform operations, payment processing, analytics, and communications. These providers process data on our behalf under contractual agreements that require them to apply appropriate data retention and security standards consistent with this policy.
We do not permit third-party processors to use data for their own purposes beyond what is necessary to deliver the agreed service.
8. Your Rights Regarding Retained Data
Subject to applicable law, you may have the following rights in relation to personal data we hold about you:
- Right of access: Request a copy of the personal data we hold about you
- Right to rectification: Request correction of inaccurate or incomplete data
- Right to erasure: Request deletion of your personal data where no lawful basis for continued retention exists
- Right to restriction: Request that we limit processing of your data in certain circumstances
- Right to data portability: Request transfer of your data in a structured, machine-readable format
- Right to object: Object to processing based on legitimate interests
To exercise any of these rights, please contact us at [email protected] or by mail at 9467 Erin Garafraxa Townline, Hillsburgh, ON N0B 1Z0, Canada. We will respond within a reasonable timeframe and in accordance with applicable obligations.
9. Retention of Backup Data
Backup systems may retain data beyond the active retention period due to scheduled backup cycles. All backup copies are subject to the same deletion obligations as primary data and are permanently purged within 90 days of the point at which the primary data retention period expires.
10. Changes to This Policy
We may update this Data Retention Policy from time to time to reflect changes in our practices, services, or legal obligations. When we make material changes, we will update the date at the top of this page. We encourage you to review this policy periodically.
Continued use of our platform after any update constitutes acceptance of the revised policy.
11. Contact Us
If you have any questions about this Data Retention Policy or wish to make a request regarding your personal data, please contact us through any of the following:
- Email: [email protected]
- Phone: +1 306 664 4124
- Mail: 9467 Erin Garafraxa Townline, Hillsburgh, ON N0B 1Z0, Canada
- Website: domain.info