DigitalEventPass Data Retention Policy

This Data Retention Policy explains how long DigitalEventPass (“DEP”) keeps different types of data and how that data is archived, anonymized, or deleted.

1. Overview

DEP collects data to operate the platform and support event operations. We retain data only as long as needed for:

• Running events and validating passes;
• Supporting customers and organizers;
• Meeting legal, tax, and accounting requirements;
• Security, fraud detection, and system integrity.

2. Account & Profile Data

• We keep your account profile (name, email, login details) while your DEP account is active.
• If you request deletion, we will remove or anonymize your profile data where possible, but may retain limited records where required for legal, billing, or security purposes.

3. Event, Pass & Scan Data

• Event details, passes issued, and scan logs are generally retained for several years to support reporting, reconciliation, and fraud prevention.
• Where possible, older records may be aggregated or anonymized so that they are no longer tied to an identifiable individual.

4. Payment & Billing Records

• Payment records and financial logs (including platform fees and payout summaries) are typically retained for at least the period required by applicable tax and accounting laws, often 7 years or more.
• DEP does not store full card numbers; Stripe manages those details under its own policies.

5. Support & Communication

• Support tickets, emails, and in-app messages may be retained while needed to track issues, prevent abuse, and maintain a history of important account actions.
• Non-essential data may be archived or deleted after it is no longer needed for these purposes.

6. Backups

DEP maintains system backups for disaster recovery. Backup copies may hold data for a limited period even after it has been deleted or anonymized in the live system. Backup data is securely stored and automatically cycled out according to our retention schedule.

7. Your Choices

• You can request access, correction, or deletion of your personal data, subject to legal and operational constraints.
• In some cases, we may need to retain certain information for legal, accounting, or security reasons even after a deletion request.

8. Changes to This Policy

We may update this Data Retention Policy from time to time. If we make material changes, we will provide notice where appropriate. Your continued use of DEP after changes take effect means you accept the updated policy.