Data Retention Policy

Last Updated: May 3, 2025

This Data Retention Policy explains how long VertexxTrade retains personal data and other information collected through our platform. We are committed to keeping your data only for as long as necessary to fulfill the purposes outlined in our Privacy Policy.

Retention Principles

We retain personal data based on the following principles:

Data is kept only as long as necessary for the purposes for which it was collected
Retention periods comply with legal and regulatory requirements
Data is securely deleted or anonymized when no longer needed
Retention practices are regularly reviewed and updated

Active Account Data

While your account remains active, we retain the following data:

Account Information: Profile details, contact information, and account preferences are retained for the duration of your active account
Learning Progress: Course enrollment records, completion status, certificates, and assessment results remain accessible throughout your account lifetime
Communication Records: Messages, support tickets, and correspondence are retained to maintain service continuity and quality
Usage Data: Access logs, interaction history, and platform activity are retained to improve services and personalize your experience

Inactive Account Data

If you have not logged into your account for an extended period, the following retention rules apply:

Accounts inactive for 3 years will receive notification before any data deletion
After 3.5 years of inactivity, accounts may be deactivated and personal data anonymized or deleted
Essential records required for legal compliance may be retained beyond this period
You may reactivate your account at any time before deletion by logging in

Deleted Account Data

When you request account deletion or we delete an inactive account:

Personal identifiers are removed within 30 days of the deletion request
Backup systems are purged within 90 days following standard backup cycles
Anonymized data may be retained for statistical and analytical purposes
Legal and compliance records are retained as required by applicable regulations

Specific Data Categories

Payment and Financial Data

Transaction records and payment information are retained as follows:

Payment transaction records: 7 years from the transaction date
Invoice and receipt data: 7 years for accounting and tax purposes
Credit card information: Not stored on our servers; handled by payment processors
Refund and dispute records: 7 years from resolution date

Educational Records

Learning-related data is retained based on educational value and verification needs:

Course completion certificates: Indefinitely or until account deletion
Assessment results and scores: Duration of active account plus 2 years
Submitted assignments and projects: 2 years after course completion
Discussion forum posts: Duration of active account or until removed by user

Communication Data

Messages and correspondence retention periods:

Email communications: 3 years from the date of communication
Support tickets: 5 years from ticket closure
Chat transcripts: 2 years from conversation date
Feedback and survey responses: 3 years from submission

Technical and Usage Data

System logs and technical information retention:

Access logs and IP addresses: 12 months from collection
Error logs and diagnostic data: 6 months from generation
Analytics and aggregated usage data: Indefinitely in anonymized form
Session data and cookies: As specified in our Cookie Policy

Legal and Compliance Retention

Certain data must be retained to comply with legal obligations:

Records required by tax authorities: Minimum 7 years
Anti-fraud and security incident records: 7 years from incident date
Legal claims and dispute documentation: Duration of statute of limitations plus 1 year
Regulatory compliance records: As required by applicable laws and regulations

Data Minimization

We regularly review stored data and implement the following practices:

Automated deletion processes for expired data categories
Regular audits to identify and remove unnecessary data
Anonymization of data when personal identification is no longer required
Aggregation of historical data for analytical purposes without personal identifiers

Backup and Archive Data

Data retained in backups and archives:

Backup systems maintain copies for disaster recovery purposes
Backups are retained for 90 days before automatic deletion
Archived data follows the same retention periods as active data
Restoration requests may take additional time due to backup procedures

Third-Party Data Retention

When we share data with service providers:

Third parties must comply with retention periods equivalent to or shorter than ours
Contracts require deletion of data when services are terminated
We monitor third-party compliance with data retention obligations
Data processors are prohibited from retaining data beyond contractual terms

Your Rights Regarding Retention

You have the following rights related to data retention:

Request information about how long your data will be retained
Request deletion of your personal data subject to legal retention requirements
Object to retention of data beyond necessary periods
Receive confirmation when your data has been deleted

Exceptions to Deletion

We may retain data beyond standard retention periods when:

Legal proceedings or investigations require preservation
Regulatory authorities request data retention
Fraud prevention or security concerns necessitate extended retention
You have explicitly consented to longer retention periods
Contractual obligations require continued data storage

Changes to Retention Periods

We may update retention periods based on:

Changes in legal or regulatory requirements
Evolution of our business practices and services
Technological improvements enabling better data management
Industry standards and best practices

Material changes to retention periods will be communicated through our standard notification channels.

Contact Information

For questions about data retention or to exercise your rights:

Email: help@vertexx-trade.com
Phone: +353719162537
Address: 9 Carmody St, Clonroad Beg, Ennis, Co. Clare, V95 P8X0, Ireland

We will respond to retention-related inquiries within 30 days of receipt.