Data Retention Policy

Last Updated: April 26, 2025

This Data Retention Policy describes how Quantforge collects, stores, and removes personal and non-personal data across its platform and services. By using our services, you acknowledge the practices described in this document.

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1. Purpose and Scope

This policy applies to all data processed by Quantforge in connection with the delivery of its online educational platform, including data submitted by learners, instructors, administrators, and visitors. It governs how long different categories of data are retained and the procedures followed when data is no longer needed.

The purpose of this policy is to ensure that data is kept only for as long as necessary for its original purpose and that appropriate deletion or anonymization procedures are applied thereafter.

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2. Categories of Data We Retain

2.1 Account and Identity Data

This includes names, email addresses, usernames, passwords in hashed form, profile information, and account preferences. This data is retained for the duration of the active account and for a defined period following account closure.

2.2 Learning and Session Data

This includes records of course enrollment, session attendance, progress tracking, assessment results, certificates of completion, and interaction logs with instructors. This data supports the delivery of personalized learning paths and is retained for the lifetime of the account plus an additional period to support learner records and dispute resolution.

2.3 Communication Data

This includes messages exchanged through platform messaging tools, support tickets, feedback submissions, and email correspondence with our team. Communication records are retained for a limited period sufficient to resolve issues and maintain service quality.

2.4 Payment and Billing Data

This includes transaction records, invoices, subscription history, and payment confirmation references. Full payment card details are never stored directly on our systems. Billing records are retained for the period required to satisfy financial recordkeeping obligations.

2.5 Technical and Usage Data

This includes IP addresses, browser types, device identifiers, session timestamps, clickstream data, error logs, and performance metrics. This data is used for platform security, analytics, and service improvement and is retained for a shorter period than account data.

2.6 Cookie and Tracking Data

Data collected through cookies and similar technologies is retained in accordance with our Cookie Policy. Session cookies expire at the end of a browser session. Persistent cookies are retained for the period specified at the time of consent.

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3. Retention Periods

Retention periods are set based on the purpose for which data was collected, applicable legal and contractual obligations, and legitimate operational needs. The following general periods apply:

• Active account data: Retained for the full duration of the account relationship.
• Post-closure account data: Retained for up to 3 years following account termination to support reactivation requests, dispute resolution, and compliance obligations.
• Learning records and certificates: Retained for up to 5 years to support learner verification and credential confirmation.
• Billing and financial records: Retained for up to 7 years in accordance with standard financial recordkeeping requirements.
• Support and communication records: Retained for up to 2 years from the date of last interaction.
• Technical logs and usage data: Retained for up to 12 months from the date of collection.
• Marketing and consent records: Retained for as long as consent is active, plus up to 3 years following withdrawal to demonstrate compliance.

Where a legal obligation, regulatory requirement, or active dispute requires data to be held beyond these standard periods, the relevant data will be preserved until that obligation is resolved.

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4. Data Minimization

Quantforge collects only the data necessary for the stated purposes of each service feature. We do not retain data in excess of what is required to deliver, improve, or support our platform. Data that is no longer needed for its original purpose is either deleted or anonymized so that it can no longer be linked to an individual.

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5. Anonymization and Aggregation

In some cases, rather than deleting data outright, we anonymize it by removing or replacing all identifying information. Anonymized data may be retained indefinitely for analytical, research, and platform improvement purposes, as it no longer constitutes personal data and cannot be used to identify any individual.

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6. Deletion Procedures

6.1 Scheduled Deletion

Data that has reached the end of its retention period is flagged for deletion through automated processes. Deletion is carried out on a regular schedule and applied across active systems, backups, and archived storage where technically feasible.

6.2 Backup Systems

Copies of data held in backup systems may persist beyond the standard retention period due to the nature of backup rotation cycles. Such copies are not accessed for operational purposes and are overwritten or deleted as part of routine backup management within a reasonable timeframe.

6.3 Third-Party Processors

Where data is shared with third-party service providers acting on our behalf, we require those providers to apply retention and deletion standards consistent with this policy. Contractual agreements with processors include obligations regarding data handling and timely deletion.

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7. User-Initiated Deletion Requests

Users may request the deletion of their personal data at any time by contacting us using the details provided below. Upon receiving a verified request, we will delete or anonymize the relevant data within a reasonable period, except where retention is required by law, contract, or legitimate interest.

Please note that deletion of an account will result in the permanent removal of associated learning progress, session history, and certificates from active systems. We recommend that users download or export any records they wish to keep before submitting a deletion request.

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8. Data Security During Retention

Data retained under this policy is protected by appropriate technical and organizational security measures throughout its retention period. These measures include encryption at rest and in transit, access controls, audit logging, and regular security reviews. Security practices are reviewed and updated as necessary to address emerging risks.

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9. Retention for Legal and Compliance Purposes

Notwithstanding any other provision in this policy, Quantforge reserves the right to retain data for as long as necessary to:

• Comply with applicable laws and regulatory requirements
• Respond to lawful requests from public authorities
• Establish, exercise, or defend legal claims
• Prevent fraud or enforce our terms of service
• Protect the rights, property, or safety of Quantforge, its users, or others

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10. Changes to This Policy

We may update this Data Retention Policy from time to time to reflect changes in our practices, technology, legal requirements, or operational needs. When we make material changes, we will update the date at the top of this document and, where appropriate, notify users through the platform or by email. Continued use of our services following notification of changes constitutes acceptance of the revised policy.

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11. Contact Us

If you have questions about this policy or wish to exercise your rights regarding your data, please contact us: