1. Introduction
This data retention policy deals with the process of maintaining customer’s data for a predetermined period. This policy describes different levels of retention based on the type of customers.
2. Objective
The objective of this policy is to ensure customer data is retained in accordance with Spardhabook’s business and customer requirements.
3. Scope
This policy will apply to all customers of Spardhabook.
4. Policy Statement
This document shall address policies related to customer data retention.
4.1. Customer Data
Spardhabook manages two types of customers,
A. Trial Customers
B. Paid Customers
A. Trial Customers
Customers can sign-up for a trial for some of our Services for a limited period. If the trial subscription is not converted to a paid subscription, the following email notifications are sent:
a. Pre-expiry notification – Atleast 24 hours before expiry of trial subscription
b. Trial subscription expiry notification – 24 hours post the expiry of trial subscription
c. Account suspension notification – 5 days post the trial subscription expiry notification If the subscription is still not converted to a paid subscription, we will commence the data deletion process 3 days post the account suspension notification. The deletion process generally takes up to 2 months to completely delete the data from our servers.
B. Paid Customers
Active Subscription – The data of paid customers are retained in our servers as long as their subscription is active.
Cancel/Terminate Subscription – If the customer decides to cancel/terminate the subscription to our services during the subscription period, the customer must contact Spardhabook support. On completion of internal checks, we will commence the deletion process after a 30-day grace period. The deletion process generally takes up to 2 months to completely delete the data from our servers.
Expired Subscription – If the subscription expires, an email intimation is sent to the customer to renew the subscription. If the subscription is not renewed within 30 days of intimation, another email notification will be sent to the customer regarding their account suspension. If the customer does not respond within 30 days to the suspension email notification, we will commence the data deletion process. The deletion process generally takes up to 2 months to completely delete the data from our servers.
Expedited Deletion – Customers can contact Spardhabook Support and request an expedited deletion process. After due verification, we would commence the deletion process and this process may take up to 30 days to completely delete the data from our servers.
4.2. Customer Personal Information
We collect the personal information that users provide voluntarily when they register online for any services or contact us expressing interest in our services. When users register with us for creating a user account (paid or trial), we require certain personal information such as user name, name of the organization, email id, contact number, and billing information. Spardhabook will continue to retain customer’s personal information which is mandatory to comply with our legal obligations and other personal information for a minimum period of 2 years unless a user requests for earlier disposal.
4.3. Exceptions to the Policy
The retention period mentioned in this policy shall not be applicable in case of any legal/regulatory obligations on Spardhabook to retain data for an extended period.