Data Retention Policy
This Data Retention Policy describes how Benchorchardwood collects, stores, and deletes personal and operational data generated through the use of our platform and services. By using our services, you acknowledge the practices described in this policy.
1. Purpose and Scope
This policy applies to all data processed by Benchorchardwood in connection with the delivery of our online webinar and educational services. It covers data relating to registered users, session participants, platform activity, and associated operational records.
The purpose of this policy is to ensure that data is retained only for as long as necessary to fulfil the purposes for which it was collected, to comply with applicable legal obligations, and to support legitimate business operations.
2. Categories of Data We Retain
2.1 Account and Registration Data
Data collected during account creation and profile management, including name, email address, contact details, and authentication credentials.
2.2 Session and Participation Data
Records of webinar attendance, session activity, interaction logs, chat messages, polling responses, and engagement metrics generated during live or recorded sessions.
2.3 Payment and Billing Data
Transaction records, invoice history, and billing information associated with subscriptions or individual service purchases.
2.4 Technical and Operational Data
Log files, device identifiers, IP addresses, browser type, error reports, and system performance data collected to maintain and improve platform functionality.
2.5 Communications Data
Records of support requests, feedback submissions, and correspondence between users and our team.
3. Retention Periods
We retain different categories of data for different periods depending on their nature and the purpose for which they were collected. The table below outlines our standard retention schedule.
| Data Category | Retention Period | Basis for Retention |
|---|---|---|
| Account and registration data | Duration of account plus 2 years after closure | Contractual obligation and legitimate interest |
| Session and participation data | 24 months from date of session | Service delivery and user benefit |
| Payment and billing data | 7 years from transaction date | Legal and financial compliance |
| Technical and operational logs | 12 months from collection date | Security monitoring and service improvement |
| Communications and support records | 3 years from last interaction | Dispute resolution and quality assurance |
| Marketing preferences and consent records | Until withdrawal of consent plus 1 year | Consent management compliance |
Retention periods may be extended where data is required in connection with an ongoing legal claim, regulatory inquiry, or dispute resolution process. In such cases, data will be retained until the matter is fully resolved.
4. Data Minimisation
We collect only the data necessary for the purposes described in our Privacy Policy. We periodically review the data we hold and delete or anonymise any data that is no longer required for its original purpose or any other lawful basis.
5. Deletion and Anonymisation
5.1 Scheduled Deletion
At the end of the applicable retention period, data is either permanently deleted from our systems or anonymised so that it can no longer be associated with any identifiable individual. Anonymised data may be retained indefinitely for statistical and analytical purposes.
5.2 Account Closure
When a user closes their account, personal data associated with that account is flagged for deletion. Active deletion is carried out within 60 days of account closure, subject to any applicable retention obligations outlined in this policy.
5.3 Deletion Requests
Users may request deletion of their personal data at any time by contacting us using the details provided at the end of this policy. We will process such requests within 30 days, subject to verification of identity and any legal obligations that require us to retain certain data.
6. Backup and Archive Systems
Data held in backup or archive systems may persist for a limited additional period beyond the standard retention schedule due to the nature of backup cycles. Such data is not actively used and is subject to the same deletion procedures once the backup cycle expires. Backup data is typically purged within 90 days following the expiry of the relevant retention period.
7. Third-Party Data Processors
Where we share data with third-party service providers for the purposes of delivering our services, those providers are contractually required to retain and delete data in accordance with our instructions and applicable data protection obligations. We do not permit third-party processors to retain personal data beyond the periods specified in our agreements with them.
8. Security During Retention
All data retained by Benchorchardwood is stored using appropriate technical and organisational security measures, including:
- Encryption of data at rest and in transit
- Access controls limiting data access to authorised personnel only
- Regular security assessments and vulnerability monitoring
- Audit logging of access to sensitive data categories
9. User Rights
Depending on your location and applicable law, you may have the following rights in relation to your personal data:
- Right of access - to obtain a copy of the personal data we hold about you
- Right to rectification - to request correction of inaccurate or incomplete data
- Right to erasure - to request deletion of your personal data where no lawful basis for retention exists
- Right to restriction - to request that we limit the processing of your data in certain circumstances
- Right to data portability - to receive your data in a structured, machine-readable format
- Right to object - to object to processing carried out on the basis of legitimate interests
To exercise any of these rights, please contact us using the details provided below.
10. Policy Reviews and Updates
This policy is reviewed at least annually and updated whenever there are material changes to our data practices, legal obligations, or the services we provide. The date at the top of this page reflects the most recent revision. Continued use of our services following any update constitutes acceptance of the revised policy.
11. Contact Information
If you have questions about this policy, wish to exercise your data rights, or wish to submit a deletion request, please contact us:
- Company: Benchorchardwood
- Address: 6 Park Rd, Gardens, Cape Town, 8001, South Africa
- Email: help@benchorchardwood.beer
- Phone: +27 11 744 2009
- Website: benchorchardwood.beer