190 lines
4.3 KiB
Markdown
190 lines
4.3 KiB
Markdown
# Data Retention Policy
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**Version:** 1.0
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**Effective:** February 2026
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**Owner:** Johan Jongsma
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**Review:** Annually
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---
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## 1. Purpose
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Define how long Dealspace retains client data and the procedures for data deletion.
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---
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## 2. Scope
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All data stored in Dealspace systems:
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- Projects and deals
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- Deal data (requests, responses, documents)
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- Participant accounts and access grants
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- Access logs
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- Authentication tokens
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---
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## 3. Retention Periods
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### Deal Data
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| Data Type | Retention Period | Rationale |
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|-----------|------------------|-----------|
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| Active deal data | Per client agreement | Deal lifecycle varies |
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| Closed deals | 7 years from close | Regulatory compliance |
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| Deleted deals | 30 days (soft delete), then purged | Recovery window |
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### System Data
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| Data Type | Retention Period | Rationale |
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|-----------|------------------|-----------|
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| HTTP access logs | 90 days | Security investigation window |
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| Audit logs | 7 years | Regulatory compliance |
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| Error logs | 90 days | Debugging and monitoring |
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### Authentication Data
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| Data Type | Retention Period | Rationale |
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|-----------|------------------|-----------|
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| Access tokens | 1 hour expiry | Security |
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| Refresh tokens | 7 days or until revoked | Session management |
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| Invite tokens | 72 hours or until used | Security |
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### Backup Data
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| Data Type | Retention Period | Rationale |
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|-----------|------------------|-----------|
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| Daily backups | 30 days | Recovery window |
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---
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## 4. Client-Initiated Deletion
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### Project Deletion
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When a client deletes a project:
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**Immediate actions:**
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- Mark project as deleted
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- Revoke all access grants
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- Remove from active listings
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**Within 30 days:**
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- Soft delete allows recovery
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- After 30 days: permanent purge
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**Retained for compliance:**
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- Audit log entries (7 years, anonymized)
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### Individual Entry Deletion
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When a user deletes a specific entry:
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- Entry soft-deleted immediately
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- Removed from backups per rotation schedule (30 days)
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### Right to Erasure (GDPR Article 17)
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Users may request complete erasure:
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1. User submits request via privacy@muskepo.com
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2. Identity verified
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3. Deletion executed within 30 days
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4. Confirmation sent to user
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5. Request logged for compliance
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---
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## 5. Automated Retention Enforcement
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### Daily Cleanup Jobs
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- Remove expired access tokens
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- Remove expired refresh tokens
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- Remove expired invite tokens
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- Process queued deletions past retention window
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### Log Rotation
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- Rotate logs older than 90 days
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- Audit logs retained for 7 years
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### Backup Rotation
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- Daily backups: 30-day retention
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---
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## 6. Legal Holds
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When litigation or investigation requires data preservation:
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1. **Identify scope** - Which clients/deals affected
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2. **Suspend deletion** - Exclude from automated purges
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3. **Document hold** - Record reason, scope, authorizer, date
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4. **Release hold** - When legal matter resolved, resume normal retention
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**Current legal holds:** None
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---
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## 7. Data Export
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Clients may export their data at any time:
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- Full export available via platform
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- Formats: JSON (structured data), original files
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- Export includes all project data and audit logs
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---
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## 8. Backup Data Handling
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Deleted data may persist in backups until rotation completes:
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| Backup Type | Maximum Persistence After Deletion |
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|-------------|-----------------------------------|
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| Daily backups | 30 days |
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Clients are informed that complete purge from all backups occurs within 30 days of deletion request.
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---
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## 9. Third-Party Data
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### Hostkey (Hosting)
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- Encrypted data only
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- Subject to Dealspace's retention policies
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- Physical media destroyed per Hostkey procedures
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---
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## 10. Compliance Mapping
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| Regulation | Requirement | Implementation |
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|------------|-------------|----------------|
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| GDPR Art. 17 | Right to erasure | 30-day deletion on request |
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| GDPR Art. 5(1)(e) | Storage limitation | Defined retention periods |
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| FADP | Data minimization | Same as GDPR implementation |
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| CCPA | Deletion rights | Same as GDPR implementation |
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---
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## 11. Verification
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### Monthly Review
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- [ ] Verify cleanup jobs running
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- [ ] Check for orphaned data
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- [ ] Review pending deletion requests
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- [ ] Confirm backup rotation operating
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### Annual Review
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- [ ] Review retention periods for regulatory changes
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- [ ] Update policy as needed
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- [ ] Verify compliance with stated periods
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---
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*Document end*
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