Data Retention Policy
Last Updated: August 29, 2025
Introduction
This Data Retention Policy outlines how Zetacloudex Hub retains, manages, and disposes of personal data and other information collected through our educational platform. This policy applies to all users of zetacloudexhub.com and our related services.
Purpose and Scope
We retain data to provide our services effectively, comply with legal obligations, resolve disputes, enforce our agreements, and support business operations. This policy covers all data types collected through our platform, including personal information, learning records, and technical data.
Data Categories and Retention Periods
Account and Profile Information
We retain user account information, including names, email addresses, and profile details, for the duration of your active account plus seven years following account closure or last activity. This extended retention supports potential account recovery requests and legal compliance requirements.
Learning and Progress Data
Course enrollment records, progress tracking, completion certificates, and learning performance data are retained for ten years from the date of last course activity. This extended period allows users to access their historical learning records and enables us to provide continuity in personalized learning paths.
Payment and Transaction Records
Financial transaction data, including payment information, invoices, and billing history, is retained for seven years from the transaction date to comply with accounting standards and tax regulations. Credit card details are never stored directly on our systems.
Communication Records
Email correspondence, support tickets, and chat messages between users and our team are retained for three years from the date of the last communication. This retention period supports ongoing customer service and helps resolve disputes.
Live Session Recordings
Recordings of group classes and individual sessions, when enabled with user consent, are retained for ninety days unless a user specifically requests longer retention for personal review purposes. Extended retention requests are honored for up to one year.
Technical and Usage Data
Server logs, IP addresses, device information, and usage analytics are retained for eighteen months from the date of collection. This data helps us maintain security, troubleshoot issues, and improve platform performance.
Marketing and Consent Records
Marketing preferences, consent records, and communication opt-ins or opt-outs are retained for seven years from the date of last update. This ensures we can demonstrate compliance with consent requirements.
Retention Criteria
Our retention periods are determined based on several factors:
- The nature and sensitivity of the data
- Legal and regulatory requirements applicable to our operations
- The purposes for which we collected the data
- Contractual obligations with users and partners
- Legitimate business needs and industry standards
- User expectations and service continuity requirements
Data Deletion and Disposal
Automated Deletion
We implement automated processes to identify and delete data that has exceeded its retention period. These processes run monthly and systematically remove outdated information from active systems.
Secure Disposal Methods
When data reaches the end of its retention period, we permanently delete it using secure methods. Electronic data is overwritten using industry-standard erasure techniques, and backup copies are purged according to our backup rotation schedule.
Archival Exceptions
In limited circumstances, we may archive certain data beyond standard retention periods when required for ongoing legal matters, audits, investigations, or legitimate business purposes. Archived data is stored securely with restricted access.
User Rights and Requests
Access to Retained Data
Users may request access to their retained data at any time by contacting us at contact@zetacloudexhub.com. We will provide the requested information within thirty days of verification.
Early Deletion Requests
Users may request deletion of their data before the standard retention period expires. We will honor such requests unless we have a legal obligation or legitimate business need to retain the data. We will respond to deletion requests within thirty days.
Data Portability
Users may request a copy of their learning data, progress records, and profile information in a structured, commonly used format. We will fulfill portability requests within forty-five days.
Legal and Regulatory Compliance
Our retention periods are designed to comply with applicable data protection regulations while supporting the operational needs of our educational platform. When legal requirements mandate longer retention, we will retain data for the legally required period.
If laws or regulations require us to delete data sooner than our standard retention periods, we will comply with the shorter timeframe.
Changes to Retention Periods
We may update our retention periods in response to changes in legal requirements, business needs, or industry best practices. When we make significant changes to retention periods, we will notify active users via email and update this policy accordingly.
Third-Party Data Processors
Our service providers and data processors who handle data on our behalf are contractually required to follow retention periods consistent with this policy or as required by law. We ensure that third parties delete or return data when it is no longer needed for the specified purposes.
Backup and Disaster Recovery
Data included in backup systems may persist for up to ninety days beyond standard retention periods due to our backup rotation cycles. Backup data is stored securely and is not used for operational purposes.
Contact Information
For questions about our data retention practices, requests to access or delete your data, or concerns about how we manage information, please contact us:
Zetacloudex Hub
Kopernyka St, 18, Ternopil, Ternopil Oblast, Ukraine, 46002
Email: contact@zetacloudexhub.com
Phone: +380660904350
Policy Review
We review this Data Retention Policy annually to ensure it remains current with our practices, legal obligations, and industry standards. The date of the last review is indicated at the top of this document.