Data Retention Policy
Last Updated: October 13, 2025
Introduction
This Data Retention Policy explains how Gentle Pyran retains, stores, and deletes personal information and other data collected through our services. We are committed to retaining data only as long as necessary to fulfill the purposes for which it was collected and to comply with our legal obligations.
Scope
This policy applies to all data collected by Gentle Pyran through our website, applications, and services, including personal information, usage data, communications, and any other information provided by users or generated through their interaction with our platform.
Data Categories and Retention Periods
Account Information
Personal details such as name, email address, phone number, and account credentials are retained for the duration of your active account plus an additional period as specified below:
- Active accounts: Data retained while account remains active
- Inactive accounts: Data retained for 3 years following last login or activity
- Closed accounts: Data retained for 90 days after account closure, then permanently deleted
Payment and Transaction Data
Financial information, billing records, and transaction history are retained according to the following schedule:
- Payment card information: Not stored on our servers; processed through secure third-party payment processors
- Transaction records: Retained for 7 years from date of transaction
- Invoices and receipts: Retained for 7 years from date of issue
Course and Learning Data
Information related to course enrollment, progress, assessments, and achievements:
- Course enrollment records: Retained for duration of account plus 5 years
- Learning progress and completion data: Retained for duration of account plus 5 years
- Certificates and credentials: Retained permanently for verification purposes
- User-generated content in courses: Retained for duration of account plus 2 years
Communications
Messages, support requests, and other communications with our team:
- Support tickets: Retained for 3 years from closure date
- Email correspondence: Retained for 3 years from date of last message
- Chat logs: Retained for 2 years from date of conversation
- Feedback and survey responses: Retained for 3 years from submission date
Usage and Technical Data
Information about how you interact with our services, including logs and analytics:
- Access logs: Retained for 90 days
- Analytics data: Retained in aggregated form indefinitely; individual session data retained for 14 months
- Error logs: Retained for 180 days
- Security logs: Retained for 2 years
Marketing Data
Information related to marketing communications and preferences:
- Newsletter subscriptions: Retained until unsubscribe, then deleted within 30 days
- Marketing preferences: Retained for duration of account plus 1 year
- Campaign interaction data: Retained for 2 years from last interaction
Legal and Compliance Requirements
Certain data may be retained beyond the standard retention periods when required by law, regulation, or legal process. This includes:
- Data subject to legal hold or litigation: Retained until legal matter is resolved
- Data required for tax or accounting purposes: Retained for applicable statutory period
- Data necessary to establish, exercise, or defend legal claims: Retained until claim is resolved
Anonymization and Aggregation
Where possible, we anonymize or aggregate data after the applicable retention period expires. Anonymized data that cannot be linked back to individual users may be retained indefinitely for statistical analysis, research, and service improvement purposes.
Data Deletion Process
When data reaches the end of its retention period, we implement the following deletion procedures:
- Automated deletion processes run on a scheduled basis to identify and remove expired data
- Data is securely overwritten to prevent recovery
- Backups containing expired data are cycled out according to our backup retention schedule
- Third-party processors are instructed to delete data in accordance with our retention requirements
Backup Retention
Backup copies of data are maintained for disaster recovery and business continuity purposes:
- Daily backups: Retained for 30 days
- Weekly backups: Retained for 90 days
- Monthly backups: Retained for 1 year
Data contained in backups will be deleted as backups age out of the retention cycle, even if the primary data has been deleted earlier.
User Rights and Requests
Users have the right to request deletion of their personal data before the end of the standard retention period, subject to our legal and contractual obligations. To exercise this right:
- Submit a deletion request through your account settings or by contacting us at contact@gentlepyran.com
- We will process deletion requests within 30 days of verification
- Some data may be retained if required by law or legitimate business interests
- You will be notified if we cannot fully comply with your deletion request and the reasons why
Third-Party Service Providers
Data shared with third-party service providers is subject to their own retention policies. We require our service providers to:
- Retain data only as long as necessary to provide services to us
- Delete or return data upon termination of services
- Comply with applicable data protection laws and regulations
- Implement appropriate security measures during the retention period
Changes to Retention Periods
We may modify retention periods from time to time based on:
- Changes in legal or regulatory requirements
- Evolution of our business practices
- Technological developments
- User feedback and privacy concerns
Material changes to this Data Retention Policy will be communicated through our website and, where appropriate, by direct notification to affected users.
Contact Information
If you have questions about our data retention practices or wish to exercise your rights regarding your data, please contact us:
Gentle Pyran
430 Jewell Boone Rd
Pelion, SC 29123
United States
Email: contact@gentlepyran.com
Phone: +15184317920