Data Retention Policy

Last Updated: February 14, 2026

This Data Retention Policy explains how Zetawaveova Labs retains, stores, and deletes personal information and other data collected through our educational platform and services.

Overview

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements.

Data Categories and Retention Periods

Account Information

We retain your account data, including name, email address, and profile information, for the duration of your active account plus an additional period as follows:

• Active accounts: Data retained while account remains active
• Inactive accounts: Data retained for 3 years after last login
• Deleted accounts: Data anonymized or deleted within 90 days of account deletion request

Learning Progress and Course Data

Information related to your course enrollment, progress, completion status, and learning activities is retained as follows:

• Active learners: Retained for the duration of enrollment plus 5 years
• Completed courses: Certificate and completion records retained for 7 years
• Course materials accessed: Usage logs retained for 2 years

Communication Records

We retain records of communications between you and our platform:

• Support tickets and inquiries: 3 years from resolution date
• Email correspondence: 3 years from date sent
• Platform notifications: 1 year from delivery date

Payment and Transaction Data

Financial information is retained in accordance with accounting and tax requirements:

• Payment records: 7 years from transaction date
• Invoices and receipts: 7 years from issue date
• Subscription history: Duration of subscription plus 7 years
• Refund records: 7 years from refund date

Technical and Usage Data

System logs, analytics, and technical data are retained for operational purposes:

• Server logs: 90 days from creation
• Analytics data: Aggregated and anonymized after 18 months
• Cookie data: As specified in individual cookie settings, typically 1 to 12 months
• Device and browser information: 2 years from last session

Marketing and Preferences

Data related to marketing communications and user preferences:

• Email preferences: Retained until withdrawal of consent or account deletion
• Marketing interaction data: 3 years from last interaction
• Consent records: 5 years from consent date or withdrawal

Extended Retention Circumstances

We may retain certain data beyond standard retention periods when:

• Required by law or regulatory obligations
• Necessary to comply with legal process or government requests
• Needed to establish, exercise, or defend legal claims
• Required to enforce our terms of service or other agreements
• Necessary to prevent fraud or abuse of our services
• Essential for security incident investigation and resolution

Data Deletion Process

Automated Deletion

Our systems automatically delete or anonymize data when retention periods expire. This process includes:

• Scheduled deletion routines that run monthly
• Secure erasure methods that prevent data recovery
• Verification protocols to ensure complete removal

Manual Deletion Requests

You may request early deletion of your data by contacting us at support@zetawaveovalabs.com. We will process deletion requests within 30 days, subject to legal retention requirements.

Data Anonymization

When full deletion is not possible due to legal or operational requirements, we anonymize personal data by removing identifying information while retaining aggregated statistical data.

Backup and Archive Systems

Data stored in backup systems may persist beyond active deletion for technical reasons:

• Backup retention: 90 days from backup creation
• Disaster recovery archives: 1 year rolling window
• Data removed from backups during next scheduled purge cycle

Third-Party Service Providers

When we share data with service providers, we require them to adhere to retention periods consistent with this policy. We maintain agreements specifying:

• Maximum retention durations for shared data
• Secure deletion requirements upon contract termination
• Regular audits of third-party retention practices

Retention Period Review

We review and update our retention periods annually to ensure they remain appropriate for:

• Current legal and regulatory requirements
• Business operational needs
• Industry best practices
• User privacy expectations

Educational Records

Specific to our educational platform, we maintain certain records to preserve academic integrity:

• Certificates of completion: Permanent record with anonymized option after 10 years
• Assessment results: 7 years from completion date
• Academic misconduct records: 7 years from incident resolution
• Credential verification data: Maintained for verification purposes indefinitely

Your Rights Regarding Retention

You have the right to:

• Request information about how long we retain your specific data
• Request early deletion of data where legally permissible
• Object to retention of data for specific purposes
• Receive confirmation when your data has been deleted
• Request anonymization of personal data where deletion is not possible

Data Breach Considerations

In the event of a security incident, we may extend retention of affected data for investigation purposes. Incident-related data is retained for:

• Investigation period plus 2 years
• Duration of any resulting legal proceedings
• Minimum period required for forensic analysis completion

Changes to Retention Periods

We may update retention periods in response to legal requirements or operational needs. Material changes will be communicated through:

• Email notification to active users
• Prominent notice on our platform
• Updated effective date on this policy

Contact Information

For questions about data retention or to exercise your rights:

Email: support@zetawaveovalabs.com
Phone: +380739027513
Address: 1-a Naberezhna r. Strilky St, 8, Sumy, Sumy Oblast, Ukraine, 40000

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This Data Retention Policy is part of our commitment to transparent data handling practices and complements our Privacy Policy and Terms of Service.