Data Retention Policy
Last updated: January 10 2026
This Data Retention Policy describes how Velmorance collects, stores, and deletes personal and operational data generated through the use of our platform and services. By using our services, you acknowledge the practices described in this policy.
1. Purpose and Scope
This policy applies to all data collected by Velmorance through its online platform, including data submitted by learners, instructors, and visitors. It governs how long we retain different categories of data and the procedures we follow when data is no longer required.
Our retention practices are designed to balance operational necessity, legal obligations, and the privacy rights of individuals whose data we process.
2. Categories of Data We Retain
2.1 Account and Profile Data
This includes information provided during registration and profile setup, such as name, email address, contact details, 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 Activity Data
Records of course enrolments, session attendance, progress tracking, assessment results, and completion certificates are retained to support learner continuity and to enable the issuance of verifiable records of achievement.
2.3 Communication Data
Messages exchanged through platform messaging tools, support requests, and email correspondence are retained to maintain service quality, resolve disputes, and fulfil support obligations.
2.4 Payment and Transaction Data
Financial records including transaction references, invoice data, and payment history are retained to comply with applicable financial record-keeping requirements and to resolve billing disputes.
2.5 Technical and Usage Data
Log files, device identifiers, IP addresses, session data, and platform interaction records are retained for security monitoring, fraud prevention, and service improvement purposes.
2.6 Content Submitted by Users
Assignments, project submissions, forum contributions, and other content created by users on the platform are retained in accordance with the applicable retention periods and may be subject to separate content policies.
3. Retention Periods
We retain data only for as long as necessary to fulfil the purposes for which it was collected, unless a longer retention period is required by law or legitimate business interest.
| Data Category | Retention Period | Basis for Retention |
|---|---|---|
| Account and profile data | Duration of account plus 2 years after closure | Service delivery, dispute resolution |
| Learning activity and progress records | 5 years from last activity | Certification validity, learner continuity |
| Communication and support records | 3 years from date of communication | Service quality, dispute resolution |
| Payment and transaction records | 7 years from transaction date | Financial compliance obligations |
| Technical and usage logs | 12 months from date of generation | Security monitoring, fraud prevention |
| User-submitted content | Duration of account plus 1 year after closure | Platform integrity, learner access |
| Marketing preferences and consent records | 3 years from date of consent or withdrawal | Compliance with consent obligations |
These periods represent standard retention schedules. In specific circumstances, data may be retained beyond these periods where required by a legal obligation, ongoing legal proceedings, or a legitimate and documented business need.
4. Criteria for Determining Retention Periods
Where a specific retention period is not defined, we determine the appropriate duration by considering the following factors:
- The nature and sensitivity of the data
- The purpose for which the data was collected
- The reasonable expectations of the individuals whose data is held
- Any applicable legal, regulatory, or contractual obligations
- The risk of harm that could result from unauthorised access or misuse
- Operational requirements for service continuity and dispute resolution
5. Data Deletion and Anonymisation
5.1 Deletion Procedures
When the applicable retention period expires, data is either securely deleted or anonymised so that it can no longer be linked to an identifiable individual. Deletion is carried out using methods appropriate to the medium on which the data is stored.
5.2 Anonymisation
In certain cases, rather than deleting data, we may anonymise it so that it cannot be attributed to any individual. Anonymised data may be retained indefinitely for analytical, research, or service improvement purposes without being subject to this policy.
5.3 Backups
Data held in backup systems may persist beyond the standard retention period due to the nature of backup cycles. Such data is not actively used and will be overwritten or deleted in accordance with our backup rotation schedule.
6. Account Closure and Data Removal Requests
6.1 Account Closure
When an account is closed, either by the user or by Velmorance, active processing of that account's data ceases. The data is then retained for the post-closure period specified in the retention schedule before being deleted or anonymised.
6.2 Right to Erasure
Individuals may request the deletion of their personal data. We will assess each request and fulfil it where there is no overriding legal obligation or legitimate interest that requires continued retention. Where we are unable to delete data immediately, we will explain the reason and provide an estimated timeframe.
6.3 How to Submit a Request
Requests for data deletion or information about retained data can be submitted by contacting us at:
Email: info@velmorance.com
Postal address: PO Box 3806, Weston Creek, ACT, 2611, Australia
Phone: +61 450 257 676
We aim to respond to all data-related requests within 30 days of receipt.
7. Data Held by Third Parties
We may share data with third-party service providers who assist in delivering our platform, including payment processors, cloud hosting providers, and communication tools. These parties are required to retain and delete data in accordance with their own policies and any agreements in place with Velmorance. We are not responsible for the independent retention practices of third parties, but we take reasonable steps to ensure they meet appropriate standards.
8. Security During the Retention Period
Data retained by Velmorance is protected using appropriate technical and organisational measures throughout its retention period. These measures are designed to prevent unauthorised access, loss, alteration, or disclosure. Access to retained data is restricted to personnel with a legitimate need to process it.
9. Changes to This Policy
We may update this Data Retention Policy from time to time to reflect changes in our practices, legal obligations, or operational requirements. When we make material changes, we will update the date at the top of this page. Continued use of our platform following any update constitutes acceptance of the revised policy.
We encourage users to review this policy periodically to remain informed about how we manage retained data.
10. Contact Us
If you have questions about this policy or wish to exercise any rights relating to your data, please contact us using the details below.
Velmorance
PO Box 3806, Weston Creek, ACT, 2611, Australia
Email: info@velmorance.com
Phone: +61 450 257 676
Website: casiny.website