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Data Retention Policy

Version 1.0 · Effective 18 September 2026

Purpose​

This Data Retention Policy describes how long CollaFi retains different categories of data. Retention periods are determined by the purpose of processing, the nature of the data, and global best practices in data minimization.

Retention Periods​

Profile Data​

  • Active Accounts: Profile data (display name, email) is retained while the account remains active.
  • Inactive Accounts: If no activity occurs for 24 months, the account is considered dormant. Profile data may be archived but remains recoverable.
  • Closed Accounts: Upon account closure request, profile data is deleted within 30 days, subject to legitimate retention requirements.

Transaction Data​

On chain transaction data is permanent and recorded on the Hedera network. CollaFi has no ability to delete this data. Off chain transaction logs and summaries are retained for as long as needed to support platform operations, dispute resolution, and any applicable obligations.

Communication Data​

  • AI Chatbot Logs: Retained for up to 12 months for quality improvement and training, then anonymized or deleted.
  • Discord Ticket Communications: Retained for up to 24 months for reference and continuous improvement of support.
  • Email Communications: Retained for up to 24 months for reference and reply continuity.

Analytics Data​

Aggregated and anonymized usage analytics are retained indefinitely as they no longer constitute personal data. Individual session data is retained for up to 12 months before anonymization.

Retention Principles​

  • Minimization: CollaFi retains only what is necessary for legitimate platform purposes.
  • Purpose Limitation: Data retained for one purpose is not reused for unrelated purposes.
  • Security During Retention: All retained data is protected with appropriate security measures.
  • Periodic Review: Retention practices are reviewed periodically to ensure they remain appropriate.

Exceptions and Contact​

Exceptions​

Data may be retained beyond standard periods where required for legitimate platform integrity reasons (such as ongoing anti abuse investigations, dispute resolution, or platform safety).

Contact​

Questions about retention practices can be directed to info@w3b.studio or via Discord at discord.gg/collafinance.

CollaFi Reserves the Right​

CollaFi reserves the right to update retention periods based on operational needs, security considerations, and evolving best practices. Material changes will be communicated through official channels.