Data Retention Policy

Last Updated: September 28, 2025

At Neutronex, we are committed to protecting your privacy and managing your personal data responsibly. This Data Retention Policy explains how long we retain different types of information collected through our platform and the criteria we use to determine retention periods.

1. Overview

We retain 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. When data is no longer needed, we securely delete or anonymize it.

2. Types of Data and Retention Periods

2.1 Account Information

Data collected during registration including name, email address, phone number, and profile information.

Active Accounts: Retained for the duration of your active account plus 90 days after account closure
Inactive Accounts: Accounts inactive for 3 years may be deleted after notification
Closed Accounts: Most data deleted within 90 days; some records retained for legal compliance

2.2 Learning Activity Data

Information about your engagement with courses, quizzes, tests, assignments, and learning progress.

Quiz and Test Results: Retained for 5 years after completion
Course Progress: Retained while account is active plus 2 years
Certificates and Achievements: Retained for 7 years or as required by educational standards
Assignment Submissions: Retained for 3 years after submission date

2.3 Communication Data

Records of communications between you and Neutronex including support tickets, emails, and chat messages.

Support Tickets: Retained for 3 years after resolution
Email Correspondence: Retained for 2 years
Platform Messages: Retained while account is active plus 1 year

2.4 Payment and Transaction Data

Information related to purchases, subscriptions, and financial transactions.

Transaction Records: Retained for 7 years for accounting and tax purposes
Invoice Information: Retained for 7 years
Payment Method Details: Tokenized data retained until you remove the payment method
Refund Records: Retained for 7 years

2.5 Technical and Usage Data

Information collected automatically when you use our platform including IP addresses, device information, and activity logs.

Access Logs: Retained for 12 months
Analytics Data: Aggregated data retained indefinitely; individual data retained for 18 months
Cookies and Similar Technologies: Retention varies by type as described in our Cookie Policy
Security Logs: Retained for 2 years

2.6 Marketing and Communication Preferences

Information about your subscription to newsletters, promotional materials, and communication preferences.

Marketing Preferences: Retained while account is active or until you unsubscribe
Unsubscribe Records: Retained for 5 years to honor your preferences
Campaign Engagement Data: Retained for 2 years

3. Criteria for Determining Retention Periods

We determine appropriate retention periods based on:

Purpose of Processing: Data is retained as long as needed for the original purpose
Legal Requirements: Compliance with applicable laws and regulations
Contractual Obligations: Fulfillment of agreements with users and partners
Legitimate Business Interests: Fraud prevention, security, and dispute resolution
User Expectations: Reasonable expectations about data availability
Data Sensitivity: More sensitive data is retained for shorter periods when possible

4. Extended Retention in Special Circumstances

We may retain data beyond standard periods when:

Required by law or regulatory authority
Necessary for legal proceedings or investigations
Needed to establish, exercise, or defend legal claims
Required for fraud prevention or security purposes
You have provided explicit consent for extended retention
Aggregated or anonymized for statistical or research purposes

5. Data Deletion and Anonymization

5.1 Secure Deletion Process

When retention periods expire, we:

Permanently delete data from active systems and databases
Remove data from backup systems within 90 days
Use industry-standard deletion methods to prevent recovery
Maintain records of deletion activities for compliance purposes

5.2 Data Anonymization

In some cases, we anonymize data instead of deleting it:

Personal identifiers are permanently removed
Data cannot be linked back to individuals
Anonymized data may be retained for analytical and research purposes
Anonymization is irreversible

6. Backup and Archival Data

We maintain backups for disaster recovery and business continuity:

Backup Retention: Backups retained for up to 90 days
Archival Systems: Historical data may exist in archives for up to 7 years
Backup Deletion: Data deleted from production systems is removed from backups during the next backup cycle
Recovery Scenarios: Backup data is only restored in emergency situations

7. Your Rights Regarding Data Retention

You have the right to:

Access Information: Request details about what data we retain and for how long
Request Deletion: Ask us to delete your data before the standard retention period expires
Object to Processing: Object to certain types of data processing
Data Portability: Receive a copy of your data in a structured format
Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, contact us at [email protected]

8. Children's Data

Data belonging to users under 18 years of age receives special protection:

Retained only as long as necessary for educational purposes
Reviewed regularly for continued necessity
Deleted upon request by parent or guardian
Subject to stricter retention limitations

9. Third-Party Service Providers

When we share data with service providers, we require them to:

Follow retention periods consistent with this policy
Delete or return data when services are terminated
Implement appropriate data security measures
Comply with applicable data protection laws

10. Data Retention Schedule Review

We regularly review and update our retention practices:

Annual review of retention periods and practices
Assessment of legal and regulatory changes
Evaluation of business needs and user expectations
Updates to reflect new data types or processing activities

11. Exceptions and Variations

Retention periods may vary based on:

Geographic Location: Local laws may require different retention periods
Account Type: Business accounts may have different retention requirements
Service Level: Premium services may include extended data retention
Specific Agreements: Custom retention terms agreed in writing

12. Data Retention Table

Data Category	Retention Period	Reason
Active Account Data	Duration of account plus 90 days	Service provision and user access
Quiz Results	5 years	Educational records and verification
Payment Records	7 years	Legal and tax compliance
Support Tickets	3 years	Quality assurance and dispute resolution
Access Logs	12 months	Security and troubleshooting
Marketing Preferences	Until withdrawal or 5 years	Compliance with communication preferences
Certificates	7 years	Educational records and verification

13. Contact Information

For questions about our data retention practices or to request information about your data:

Neutronex
64 Church St, Klerksdorp Central
Klerksdorp, 2570
South Africa

Email: [email protected]
Phone: +27 66 039 7761
WhatsApp: +27 66 039 7761
Telegram: +27 66 039 7761

14. Changes to This Policy

We may update this Data Retention Policy periodically to reflect changes in our practices, legal requirements, or business needs. We will notify you of significant changes through:

Email notification to your registered address
Prominent notice on our platform
Update to the "Last Updated" date at the top of this policy

Continued use of our services after changes become effective constitutes acceptance of the updated policy.

This Data Retention Policy is part of our commitment to transparency and responsible data management. We encourage you to review this policy regularly and contact us with any questions or concerns.