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Yubotanics – Data Retention Policy

Last updated: [Insert Date]

Yubotanics Ltd (“we”, “us”, “our”) is committed to handling personal data responsibly and in accordance with UK GDPR and the Data Protection Act 2018. This Data Retention Policy outlines how long we store personal information, why we retain it, and the criteria we use to determine when data should be deleted or anonymised.

This policy operates alongside our Privacy Policy and applies to all data collected through our website, customer service channels, and operational systems.

1. Purpose of Data Retention

We retain personal data only for as long as it is:

  • Required to fulfil orders or provide services

  • Necessary for legal, tax, or regulatory compliance

  • Helpful in resolving disputes or maintaining business records

  • Needed to support analytics, reporting, or product improvement

  • Permitted under legitimate interest where rights are not overridden

Once data is no longer needed for these purposes, it is securely deleted or anonymised.

2. Categories of Data & Retention Periods

Below outlines how long Yubotanics retains different categories of personal data.
If a longer period is required by law, the legal requirement prevails.

A. Customer Account Data

Includes: name, email, login details, saved addresses.

Retention: Kept for the life of the account. Deleted within 30 days of account closure.

B. Order & Transaction Data

Includes: order details, billing address, delivery address, purchase history.

Retention: 7 years (legal requirement for tax, accounting, and regulatory obligations).

C. Payment Information

We do not store full card details.
Our payment providers retain only what is required for payment processing, disputes, and fraud checks.

Retention: Determined by the payment processor (e.g., Stripe, PayPal).
Yubotanics stores only transaction references for 7 years.

D. Customer Service Communications

Includes: emails, chats, queries, complaint logs.

Retention: 2 years from last correspondence.
Used for service improvement and dispute resolution.

E. Marketing & Newsletter Subscriptions

Includes: email address, marketing preferences, engagement history.

Retention: Until consent is withdrawn.
Once unsubscribed, data is placed on a suppression list to ensure we don’t email you again.

F. Website Analytics Data

Includes: cookies, browsing behaviour, anonymised site performance data.

Retention: 6–24 months, depending on the tool (e.g., Google Analytics settings).
Where possible, analytics data is anonymised.

G. Legal, Fraud & Security Data

Includes: logs, fraud flags, security alerts.

Retention: Up to 7 years, depending on severity and regulatory requirements.

3. Data Deletion & Anonymisation

Once retention periods expire, we take one of the following actions:

  • Secure deletion (permanent removal from systems)

  • Anonymisation (data is no longer personally identifiable)

  • Archival to secure storage (only when legally necessary)

Data is removed from active systems and, where applicable, from backups once rotation cycles complete.

4. Third-Party Retention

Where third-party providers process data on our behalf (e.g., payment processors, IT hosts, analytics tools), they are required to:

  • Store data according to UK GDPR

  • Delete or return data upon instruction

  • Maintain secure storage and access protocols

  • Not retain data longer than necessary

We conduct periodic reviews of vendor practices as part of our compliance effort.

5. User Rights & Deletion Requests

Under UK GDPR, you have the right to:

  • Request deletion of your personal data

  • Request correction of inaccurate information

  • Request access to your data

  • Withdraw consent for marketing

  • Object to certain types of processing

Where legal obligations prevent immediate deletion (e.g., recent purchases), we will explain restrictions and confirm when deletion can occur.

Contact: support@yubotanics.com

6. Policy Reviews

This Data Retention Policy is reviewed annually or whenever:

  • New regulations apply

  • Our systems or processes change

  • We introduce new data-handling practices

Updated versions will include a revised “Last updated” date.

7. Contact Us

For questions about data retention or personal data handling, contact:

Email: support@yubotanics.com
Address: [Insert Registered Business Address]