Data Retention Policy

Last updated: Jun 26, 2025

Table of Content

[fs-toc-h2]1. Purpose

This Data Retention Policy outlines how Diversity Sync’d handles the storage, archival, and deletion of data submitted to or generated through the Platform. It is designed to ensure compliance with applicable laws, protect the rights of users and participants, and support operational continuity for our clients.

[fs-toc-h2]2. Scope

This policy applies to all data held within the Diversity Sync’d platform, including but not limited to:

Participant records (e.g. shift notes, support logs, incident reports)
User account data
System logs and audit trails
AI-generated content or metadata (e.g. DS AI flags and summaries)
Uploaded files, documentation, and communications

[fs-toc-h2]3. Retention Approach

Unless otherwise specified below or requested by a Client, we retain all data indefinitely to support long-term recordkeeping and compliance needs in regulated sectors such as disability support and child protection.

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Data is only deleted when:

A Client or authorised user requests deletion in writing;
The data is manually deleted via the Platform interface;
The associated account is terminated or closed.

We reserve the right to archive or purge data in accordance with our internal data lifecycle practices or legal requirements.

[fs-toc-h2]4. Retention Periods by Data Type

Data Category	Retention Period	Details
Participant data	Retained indefinitely by default	Deletion available upon request or manual action by authorised users
User account information	Retained indefinitely unless deactivated	Can be deleted upon request or after account closure
System audit logs	12–24 months	Rotated regularly to manage storage and for compliance
AI-generated summaries or alerts	Up to 12 months	Not used for external training; purged or anonymised thereafter
Backups	30–90 day rolling retention	Encrypted and securely stored

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[fs-toc-h2]5. Client-Controlled Deletion

As the data controller, the Client organisation may request:

Partial or full data deletion
Export of data in portable format prior to deletion
Custom retention terms (subject to platform support and legal obligations)

All requests must be made in writing to legal@newhorizoncode.io by an authorised representative.

[fs-toc-h2]6. Legal & Regulatory Exceptions

In some cases, we may be required to retain data beyond the default retention period to:

Comply with applicable laws or court orders
Respond to government investigations or audits
Defend against legal claims

Such extended retention is limited to the minimum period necessary for compliance.

[fs-toc-h2]7. Data Deletion Process

When deletion is requested or triggered by account termination, we follow secure procedures to remove data from active systems, backups (within the rolling retention window), and storage services. Deletion is permanent and irreversible once confirmed.

[fs-toc-h2]8. Contact

If you have questions about this policy or wish to request deletion, please contact:

Privacy & Legal Team
New Horizon Code PTY LTD
Suite 121, Level 14, 167 Eagle Street, Brisbane QLD 4000
Email: legal@newhorizoncode.io