Data Retention & Protection Policy

Information may include:

1. account information;
2. contact information;
3. scheduling information;
4. calendar information;
5. booking information;
6. integration information;
7. payment and transaction information;
8. communications;
9. technical information;
10. security logs;
11. support records; and
12. legally required business records.

Calenix applies the following principles:

1. Data should not be retained longer than reasonably necessary.
2. Sensitive information should receive appropriate protection.
3. Access should be restricted to authorised personnel.
4. Information should be securely deleted when no longer required.
5. Legal holds and regulatory requirements take precedence where applicable.
6. Backup copies may persist for a limited period after production deletion due to backup and disaster-recovery processes.

Account information is generally retained while an account remains active.

Following account closure, information may be deleted or anonymised within 90 days, subject to:

1. legal obligations;
2. outstanding transactions;
3. dispute resolution;
4. fraud prevention;
5. security requirements;
6. backup retention; and
7. legitimate business recordkeeping.

Calendar information is retained only for as long as necessary to provide the calendar integration and associated scheduling functionality.

When a user disconnects a calendar integration, Calenix will stop accessing that calendar through the revoked connection.

Cached or synchronised calendar information may remain temporarily where technically necessary for deletion processes, backups, security or legal obligations.

OAuth access tokens, refresh tokens and similar credentials are treated as sensitive information.

Calenix limits access to such information and uses appropriate security controls.

When an integration is disconnected or authorisation is revoked, associated credentials should be invalidated or deleted within a reasonable operational period.

Booking records may be retained to:

1. provide booking history;
2. support customer service;
3. facilitate reporting;
4. process refunds or disputes;
5. maintain financial records; and
6. meet legal obligations.

Payment records may be retained for accounting, tax, fraud prevention, dispute resolution and legal requirements.

Where payment processing is provided by a third-party payment processor, payment-card information may be retained by that processor under its own policies and applicable obligations.

Security and operational logs may be retained for a period reasonably necessary to:

1. investigate incidents;
2. identify suspicious activity;
3. troubleshoot systems;
4. maintain service reliability;
5. meet security requirements; and
6. comply with legal obligations.

Target retention period: 90 days

Calenix may maintain encrypted or otherwise protected backups for disaster recovery and business continuity.

Backups are subject to controlled access.

Information deleted from production systems may remain in backup copies until those backups expire through the normal backup lifecycle.

Target retention period: 90 days

When information reaches the end of its applicable retention period, Calenix may:

1. securely delete it;
2. anonymise it;
3. aggregate it so that it no longer identifies an individual; or
4. securely destroy the relevant storage medium where appropriat

Calenix uses appropriate measures to protect retained information, which may include:

1. encryption;
2. access controls;
3. authentication;
4. least-privilege access;
5. monitoring;
6. secure infrastructure;
7. vulnerability management;
8. backup controls; and
9. incident response.

Calenix may suspend deletion where information is subject to:

1. litigation;
2. investigation;
3. regulatory proceedings;
4. legal preservation requirements; or
5. another legitimate legal hold.

Users may request access to, correction of or deletion of their personal information, subject to applicable law.