Data Retention Policy

Last Updated: February 18, 2025

This Data Retention Policy explains how Doroxenth ("we," "us," or "our") retains, stores, and deletes personal data and other information collected through our online platform located at doroxenth.com.

1. Purpose and Scope

This policy outlines the periods for which we retain different categories of data, the criteria used to determine retention periods, and the processes for secure deletion or anonymization of data when it is no longer needed.

This policy applies to all data collected from users, participants, instructors, and visitors of our platform, including but not limited to personal information, usage data, and technical data.

2. Data Categories and Retention Periods

2.1 Account and Registration Data

Data Type: Name, email address, password (hashed), contact information, profile details

Retention Period: Retained for the duration of the active account plus 3 years after account closure or last activity

Purpose: To maintain user accounts, provide services, and comply with legal obligations

2.2 Workshop and Course Enrollment Data

Data Type: Enrollment records, course progress, assignment submissions, completion certificates, grades

Retention Period: Retained for 7 years after course completion or last enrollment activity

Purpose: To maintain educational records, issue certificates, and support ongoing learning

2.3 Payment and Billing Information

Data Type: Transaction records, invoice details, payment method information (tokenized)

Retention Period: Retained for 7 years from the date of transaction

Purpose: To comply with financial reporting requirements, resolve disputes, and prevent fraud

2.4 Communication Records

Data Type: Email correspondence, support tickets, chat messages, feedback submissions

Retention Period: Retained for 3 years from the date of last communication

Purpose: To provide customer support, resolve issues, and improve services

2.5 Technical and Usage Data

Data Type: IP addresses, browser type, device information, access logs, cookies, session data

Retention Period: Retained for 2 years from the date of collection

Purpose: To analyze platform performance, ensure security, and improve user experience

2.6 Marketing and Consent Data

Data Type: Marketing preferences, newsletter subscriptions, consent records

Retention Period: Retained until consent is withdrawn plus 1 year for compliance verification

Purpose: To manage marketing communications and demonstrate compliance with consent requirements

2.7 User-Generated Content

Data Type: Forum posts, comments, uploaded files, collaborative project materials

Retention Period: Retained for the duration of the active account plus 2 years after account closure

Purpose: To maintain platform community and educational resources

3. Retention Criteria

We determine retention periods based on the following criteria:

Legal Requirements: Compliance with applicable laws, regulations, and legal obligations
Contractual Obligations: Fulfillment of agreements with users and third parties
Business Necessity: Operational needs, including service provision and improvement
Legitimate Interests: Fraud prevention, security, dispute resolution, and enforcement of terms
User Expectations: Reasonable expectations regarding data availability and service continuity

4. Data Deletion and Anonymization

4.1 Deletion Process

When retention periods expire, we implement the following deletion procedures:

Permanent deletion from active databases and systems
Removal from backup systems within 90 days following deletion from active systems
Secure overwriting or destruction of physical storage media when applicable
Deletion of data from third-party processors and service providers

4.2 Anonymization

In certain cases, instead of deletion, we may anonymize data by removing all personally identifiable information. Anonymized data cannot be traced back to individual users and may be retained indefinitely for statistical analysis, research, and platform improvement.

4.3 Exceptions to Deletion

Data may be retained beyond standard retention periods when:

Required by law or legal process (court orders, investigations)
Necessary for ongoing legal claims or disputes
Essential for fraud prevention or security investigations
Retained with explicit user consent for extended periods
Maintained in backup systems pending scheduled backup cycles (maximum 90 days)

5. User Rights Regarding Data Retention

Users have the following rights concerning their retained data:

Right to Access: Request information about what data we hold and retention periods
Right to Deletion: Request early deletion of personal data before retention periods expire
Right to Restriction: Request limitation of processing during retention periods
Right to Object: Object to retention based on legitimate interests
Right to Data Portability: Receive retained data in a structured, machine-readable format

To exercise these rights, contact us at contact@doroxenth.com.

6. Inactive Accounts

Accounts with no activity for 3 consecutive years are considered inactive. We will:

Send email notifications at 30 months and 33 months of inactivity
Provide 60 days notice before account closure
Close the account and begin data retention countdown if no response is received
Retain data according to the periods specified in Section 2

Users may reactivate accounts during the notice period by logging in or contacting support.

7. Third-Party Data Processing

When we share data with third-party processors (payment providers, hosting services, analytics tools), we ensure they:

Adhere to retention periods no longer than ours unless legally required
Delete or return data upon termination of services
Implement appropriate security measures during retention
Comply with applicable data protection regulations

8. Data Security During Retention

Throughout the retention period, we implement appropriate technical and organizational measures to protect data, including:

Encryption of data at rest and in transit
Access controls limiting data access to authorized personnel only
Regular security audits and vulnerability assessments
Secure backup and disaster recovery procedures
Employee training on data handling and confidentiality

9. Policy Review and Updates

We review this Data Retention Policy annually and update it as necessary to reflect:

Changes in applicable laws and regulations
Modifications to our business practices and services
Technological developments affecting data storage
User feedback and concerns

Material changes to retention periods will be communicated to users via email or prominent platform notices.

10. Contact Information

For questions, concerns, or requests regarding this Data Retention Policy, please contact us:

Doroxenth
Pécs, Vörösmarty u. 4, 7621
Hungary

Email: contact@doroxenth.com
Phone: +3622379604

11. Record of Retention Policy Updates

Version	Date	Changes Made
1.0	February 18, 2025	Initial policy publication