Data Retention Policy
This policy explains how long Wayfield, Inc. retains different categories of personal data, and your rights in relation to that data.
1. Overview
Wayfield, Inc. ("Wayfield", "we", "us", or "our") retains personal data only for as long as is necessary to fulfil the purposes for which it was collected, to comply with our legal obligations, resolve disputes, and enforce our agreements. Different categories of data have different retention periods, which are set out in this policy.
We review retention periods periodically and delete or anonymise personal data once those periods have elapsed. Where data is no longer needed for its original purpose but must be retained for legal compliance, we restrict its processing so it is not used for any other purpose.
This policy applies to all personal data processed by Wayfield, regardless of whether it is held in our systems, in backups, or by sub-processors acting on our behalf.
2. Retention Schedule
The following schedule sets out the categories of data we hold and their applicable retention periods. These periods begin from the date specified for each category.
Account Data
Profile information, email addresses, preferences, and account settings. Retained for the life of the account plus 2 years after account deletion. This period allows us to respond to any post-deletion queries and fulfil obligations arising from your time on the platform.
Workshop and Session Data
Workshop descriptions, session schedules, venue information, leader assignments, and associated content. Retained for 5 years after workshop completion. This supports post-event queries, dispute resolution, and organizer record-keeping requirements.
Payment and Transaction Records
Payment history, invoices, receipts, refund records, and payout information. Retained for 7 years from the date of transaction to satisfy our legal and tax obligations under applicable law.
Attendance Records
Check-in data, attendance confirmation, and participation history. Retained for 3 years after the event date. Retained to support participant queries, organizer reporting, and any safeguarding obligations.
Communication Logs
Messages sent between organizers and participants via the platform, email notifications, and support communications. Retained for 2 years after the communication date.
Analytics and Aggregated Data
Anonymised, aggregated statistics about platform usage, workshop performance, and discovery patterns. Because this data contains no personally identifiable information, it may be retained indefinitely for product improvement and business intelligence purposes.
Support Tickets
Records of customer support interactions, including correspondence and resolution outcomes. Retained for 3 years after the ticket is resolved.
Marketing Data
Email marketing preferences, consent records, and campaign interaction history. Retained until consent is withdrawn, or for 3 years following a period of inactivity, whichever is sooner. You may withdraw marketing consent at any time via your account settings or by contacting us.
3. Account Deletion
You may request deletion of your Wayfield account at any time via your account settings or by contacting us at privacy@wayfieldapp.com. See how to delete your account for step-by-step instructions. Upon receiving a confirmed deletion request, we will:
- Remove or anonymise your personally identifiable information within 30 days of the request being confirmed.
- Retain anonymised, aggregated data that cannot be used to identify you.
- Retain financial transaction records as required by law (see the Retention Schedule above).
- Remove your data from active systems and suppress it from marketing communications immediately upon confirmation.
Backup copies of data may persist for a period of up to 90 days following deletion due to our backup rotation schedule. Data in backups is not actively processed and will be overwritten in due course.
Where a legal hold is in place (see Section 4), account deletion may be delayed or partial. We will notify you of any such restriction where we are legally permitted to do so.
4. Legal Holds
In certain circumstances, we may be required to retain personal data beyond the periods set out in this policy. Such circumstances include, but are not limited to:
- A requirement imposed by applicable law, regulation, or a court order.
- An ongoing or anticipated legal dispute, claim, or investigation involving Wayfield or a user of the platform.
- A regulatory investigation or audit by a competent authority.
- Any other circumstance where retention is necessary to protect the vital interests of a natural person.
Where a legal hold applies, data will be retained only for the duration of the hold and will be deleted or anonymised in accordance with the standard schedule once the hold is lifted. Data subject to a legal hold will be restricted from general processing.
5. Right to Erasure
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the right to request the erasure of your personal data ("the right to be forgotten") in certain circumstances. These include situations where:
- The data is no longer necessary for the purposes for which it was collected.
- You withdraw consent and there is no other legal basis for processing.
- You object to processing and there are no overriding legitimate grounds.
- The data has been unlawfully processed.
- Erasure is required to comply with a legal obligation.
To submit an erasure request, please contact us at privacy@wayfieldapp.com. We will acknowledge your request within 72 hours and respond substantively within 30 days. Where we are unable to fulfil your request (for example, where a legal obligation requires us to retain the data), we will explain our reasons in writing.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
6. Contact
For any queries regarding this Data Retention Policy, your personal data, or your data subject rights, please contact our privacy team:
Email: privacy@wayfieldapp.com
Wayfield, Inc.
638 Bates Ave., St. Paul, MN 55106