Data Retention Policy

Last updated: August 13, 2025

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This Data Retention Policy describes how apexworkkspaceadvisory collects, retains, and disposes of personal and operational data in connection with the services provided through apexworkkspaceadvisory.pro. By using our services, you acknowledge the practices described in this policy.

1. Purpose

This policy establishes the principles and procedures governing how long we retain data collected through our platform, why we retain it, and the processes we follow when data is no longer needed. Our goal is to retain data only for as long as necessary to fulfil the purpose for which it was collected, to meet legal or regulatory obligations, and to support legitimate business operations.

2. Scope

This policy applies to all personal data and non-personal operational data processed by apexworkkspaceadvisory, including but not limited to:

• Data submitted by users when registering or creating an account
• Data collected during consultations or service interactions
• Communication records including email, chat, and messaging platform exchanges
• Financial and transactional data related to service payments
• Technical and usage data collected automatically through the platform
• Support and feedback submissions

3. Categories of Data and Retention Periods

The following table outlines the main categories of data we process and the standard retention periods applied to each category.

Data Category	Examples	Retention Period	Legal Basis for Retention
Account and registration data	Name, email address, contact details	Duration of account plus 3 years after closure	Contractual obligation, legitimate interest
Consultation and session records	Notes, recommendations, session summaries	5 years from date of session	Legitimate interest, service quality assurance
Financial and transactional data	Payment records, invoices, billing history	7 years from transaction date	Legal and accounting obligations
Communication records	Emails, support tickets, messaging logs	3 years from last interaction	Legitimate interest, dispute resolution
Technical and log data	IP addresses, access logs, error reports	12 months from collection	Security, fraud prevention
Marketing and consent data	Subscription preferences, opt-in records	Until consent is withdrawn plus 2 years	Consent
Cookies and tracking data	Session cookies, analytics identifiers	As defined in our Cookie Policy, typically up to 24 months	Consent, legitimate interest

Retention periods may be extended where required by applicable law, ongoing legal proceedings, regulatory investigations, or where we have a legitimate and documented reason to retain data beyond the standard period.

4. Criteria Used to Determine Retention Periods

Where no specific retention period is listed, we determine the appropriate retention period by considering the following criteria:

• The nature and sensitivity of the data
• The purpose for which the data was collected and whether that purpose has been fulfilled
• Applicable legal, regulatory, tax, or accounting requirements
• The potential risk of harm from unauthorised use or disclosure
• Whether the data is necessary to defend or establish legal claims
• Any contractual obligations relating to data storage or audit trails

5. Data Deletion and Anonymisation

5.1 Deletion

When the applicable retention period expires and no legal or operational justification exists for continued storage, data is securely deleted from our systems and backups within a reasonable timeframe, generally not exceeding 90 days from the end of the retention period.

5.2 Anonymisation

In some cases, rather than deleting data entirely, we may anonymise it so that it can no longer be linked to any identifiable individual. Anonymised data may be retained indefinitely for analytical, research, or service improvement purposes.

5.3 Backups

Data contained in backup systems may persist for a short additional period beyond the stated retention window due to the nature of backup cycles. Such data is not actively accessed or used for operational purposes and is overwritten or purged according to our backup schedule.

6. User Rights and Data Requests

Users may request access to, correction of, or deletion of their personal data at any time. Deletion requests will be honoured subject to any overriding legal obligation to retain data. Where we are required by law to retain certain data, we will inform the requestor accordingly and specify the basis for continued retention.

To submit a data-related request, please contact us at:

We aim to respond to all verified requests within 30 days of receipt.

7. Third-Party Data Processors

We may share data with trusted third-party service providers who assist in delivering our services. These processors are contractually required to retain data only for as long as necessary to perform their designated function and to apply data protection standards consistent with this policy. We do not permit third-party processors to use retained data for their own independent purposes.

8. Data Security During Retention

All data retained under this policy is stored with appropriate technical and organisational safeguards. These include access controls, encryption at rest and in transit where applicable, regular security assessments, and staff training on data handling obligations. The level of security applied is proportionate to the sensitivity of the data and the risk of harm from unauthorised access.

9. Special Categories of Data

Where we process data that is considered sensitive in nature, including data that reveals financial circumstances, health-related context, or other categories that carry heightened risk if disclosed, we apply stricter access controls and shorter default retention periods unless a specific legal obligation requires otherwise. Such data is subject to enhanced review prior to any extension of its retention period.

10. Policy Review and Updates

This policy is reviewed periodically and updated to reflect changes in our data practices, applicable law, or business operations. The date at the top of this document indicates when it was last revised. Continued use of our services following a material update constitutes acceptance of the revised policy. For significant changes, we will provide notice through our platform or by direct communication.

11. Contact

If you have questions about this Data Retention Policy or how your data is managed, please contact apexworkkspaceadvisory at: