Data Retention Policy
Last updated: 15 February 2024
This Data Retention Policy explains how Accesslane collects, retains, and disposes of personal data and other information gathered through the use of our platform and services. By using our services, you acknowledge the practices described in this policy.
1. Purpose
Accesslane retains data only for as long as necessary to fulfil the purposes for which it was collected, to provide and improve our services, to comply with applicable legal obligations, and to resolve disputes or enforce our agreements. This policy defines the retention periods and disposal procedures that govern all data held by Accesslane.
2. Scope
This policy applies to all personal data and non-personal data processed by Accesslane in connection with the delivery of its online group services platform. It covers data collected from registered users, session participants, visitors to our website, and any parties who communicate with us through official channels.
3. Categories of Data We Retain
3.1 Account and Registration Data
Information provided when creating an account, including name, email address, and contact details. This data is retained for the duration of the active account and for a period of up to three years following account closure, unless a longer period is required by law.
3.2 Session and Participation Data
Records relating to group sessions attended, participation history, and interaction logs generated during facilitated group activities. This data is retained for up to two years from the date of the relevant session.
3.3 Communication Data
Correspondence submitted through contact forms, support requests, or email communications with Accesslane. This data is retained for up to three years from the date of last contact.
3.4 Payment and Transaction Data
Records of transactions, billing details, and payment confirmations. This data is retained for a minimum of seven years to satisfy financial record-keeping obligations.
3.5 Technical and Usage Data
Log files, IP addresses, device identifiers, browser types, and usage analytics collected automatically during platform interactions. This data is retained for up to twelve months from the date of collection.
3.6 Marketing Preferences
Records of consent or objection to receiving marketing communications. These records are retained for the lifetime of the relationship and for up to three years following any withdrawal of consent, to demonstrate compliance.
4. Retention Periods Summary
- Account and registration data: up to three years after account closure
- Session and participation data: up to two years from session date
- Communication data: up to three years from last contact
- Payment and transaction data: minimum seven years
- Technical and usage data: up to twelve months from collection
- Marketing preference records: up to three years after withdrawal of consent
Where a legal obligation, dispute, or enforcement matter requires retention beyond these periods, data will be held until the matter is fully resolved.
5. Basis for Retention
Data is retained on one or more of the following grounds:
- Contractual necessity — to deliver services agreed upon with the user
- Legal obligation — to comply with applicable laws and regulations
- Legitimate interests — to protect Accesslane against legal claims, fraud, or misuse
- Consent — where the user has provided explicit consent for a specific purpose
6. Data Disposal and Deletion
When data reaches the end of its applicable retention period and no legal hold or ongoing obligation applies, Accesslane will securely delete or anonymise that data. Anonymised data, which can no longer be linked to any identifiable individual, may be retained indefinitely for analytical and service improvement purposes.
Deletion processes are carried out in a manner that renders the data unrecoverable. Physical storage media containing personal data is destroyed or wiped in accordance with recognised data destruction standards before disposal or repurposing.
7. User-Initiated Deletion Requests
Users may request deletion of their personal data at any time by contacting Accesslane at help@accesslane.net. Requests will be assessed and actioned within a reasonable timeframe. Accesslane reserves the right to retain data where retention is required by law, where a legitimate interest overrides the deletion request, or where the data is necessary to resolve an outstanding dispute.
8. Data Storage and Security
All retained data is stored on secure infrastructure with access controls, encryption at rest and in transit, and regular security reviews. Access to personal data is restricted to personnel who require it for legitimate operational purposes. Accesslane does not sell retained data to third parties.
9. Third-Party Data Processors
Accesslane may engage third-party service providers to assist in delivering its platform. Where such providers process personal data on our behalf, they are required to adhere to data retention standards consistent with this policy and to delete or return data upon termination of the service relationship.
10. Changes to This Policy
Accesslane may update this Data Retention Policy from time to time to reflect changes in our practices, technology, or applicable requirements. The date at the top of this page indicates when the policy was last revised. Continued use of our services following any update constitutes acceptance of the revised policy.
11. Contact
For questions or concerns regarding this policy or the handling of your data, please contact us:
- Email: help@accesslane.net
- Phone: +64 800 743 526
- Post: 96b College Street, Awapuni, Palmerston North 4412, New Zealand