DATA RETENTION POLICY

Hej Messmate,

This explains how long we keep different types of data and why. Think of it as our ship’s inventory management – we keep what we need, store what’s useful, and clear out what’s no longer necessary.

What Data We Keep and For How Long

Email Newsletter Subscribers:

  • Kept until you unsubscribe
  • We may keep unsubscribe records for up to 2 years to prevent re-adding you accidentally
  • Deleted permanently after that unless required by law

Contact Form Messages:

  • Active correspondence: Kept for 1 year after last contact
  • General inquiries: Deleted after 6 months unless ongoing discussion
  • Legal/business matters: Kept for 7 years as required by law

Website Analytics Data:

  • Google Analytics: Set to automatically delete after 26 months
  • Basic site usage statistics: Kept indefinitely in anonymized form
  • IP addresses and personal identifiers: Deleted after 12 months

Purchase Records:

  • Transaction details: 7 years (legal requirement for tax purposes)
  • Customer details: 7 years or until you request deletion
  • Marketing preferences: Until you opt out or we purge inactive records (3 years)

Community Interactions:

  • Discord messages: Follow Discord’s retention policy
  • Website comments: Kept until you delete them or we remove inactive content
  • Collaborative project files: Kept as long as projects remain active

Technical/Security Data:

  • Server logs: 90 days maximum
  • Security incident records: 2 years
  • Backup copies: Include data retention schedules above

Why We Keep Data

Legal Requirements: Some data must be kept for tax, copyright, or business law compliance.

Service Delivery: We need your email to send you newsletters, order details for purchases, etc.

Security: Short-term logs help us identify and prevent problems.

Relationship Continuity: Keeping correspondence helps us provide better ongoing support.

How We Decide Retention Periods

  • Legal minimums where law requires specific timeframes
  • Business necessity for ongoing services and support
  • Your reasonable expectations based on our relationship
  • Privacy best practices – deleting data when no longer needed

Your Control Over Your Data

Request Deletion: Contact us anytime to request deletion of your personal data. We’ll comply within 30 days unless legally required to keep something.

Access Your Data: Want to know what data we have about you? Just ask.

Update Information: Keep your details current by updating your preferences or contacting us.

Data Portability: For structured data like email preferences, we can provide it in a usable format.

Automatic Data Cleanup

We review and clean up data regularly:

  • Monthly: Clear old server logs and temporary files
  • Quarterly: Review and delete old correspondence and inactive records
  • Annually: Full review of all data categories and retention compliance

When We Keep Data Longer

Sometimes we may keep data beyond normal periods:

  • Legal disputes: Until resolved
  • Ongoing investigations: Security or fraud issues
  • Your explicit request: If you ask us to keep something longer
  • Legal obligations: Court orders, regulatory requirements

Data Backups

Backup copies follow the same retention rules but may take up to 90 days to be completely purged from all backup systems after deletion from active systems.

Questions About Your Data?

Want to know what we have, request changes, or ask about our retention practices? Contact us through our main contact page. We’re transparent about what we keep and why.

This policy is reviewed annually and updated when our practices change.

//Captain Linn & Sir Bear 🏴‍☠️
The Resilience

[Last updated: 25 August 2025]