Data Retention & Deletion Policy

This Policy describes how D.O.X Capital retains and deletes personal information. It is generated from, and kept consistent with, our internal retention schedule.

1. Principles

We retain personal information only for a documented business or legal purpose and no longer than reasonably necessary for that purpose, subject to legal holds and lawful exceptions. Retention is category- and purpose-specific; this Policy does not claim one universal period.

2. Retention criteria

Periods consider the service or account lifecycle, contract and payment records, user expectations, sensitivity, security and fraud risk, legal and regulatory duties, statutes of limitation, dispute and audit needs, vendor capability, backup architecture, and whether data can be deidentified.

3. Account, membership, and contact data

Account, identity, membership, application, contact, preference, and support data are retained for the life of the account or membership and for a reasonable period afterward to meet payment, security, dispute, and legal-hold needs. Dormant or closed accounts are restricted or deleted according to the schedule.

4. Orders, payments, and consent evidence

Order, invoice, tax, payment-token reference, refund, chargeback, subscription, checkout, and acceptance evidence are retained for the period required by applicable financial, tax, and consumer-protection law and to resolve disputes. We do not store full payment-card data; our payment processors maintain their own records under their policies.

5. Consulting files and deliverables

Client inputs, working papers, communications, and deliverables are retained for a reasonable period after completion, considering follow-up work, contract proof, and sensitivity. At completion, we remove unnecessary duplicates and staging copies.

6. Uploads

Original files, extracted content, temporary processing copies, malware quarantine, and generated outputs use distinct periods appropriate to each. A deletion request propagates to active copies and vendors where required, while quarantine or security evidence is retained only as justified.

7. AI records

Prompts, transcripts, files, embeddings, outputs, quality samples, safety logs, and provider copies are retained only as long as needed for the service, security, and compliance, consistent with the Automated Document Processing & AI-Assisted Review Disclosure. We do not promise deletion from a model or backup beyond what the provider contract and architecture support.

8. Cookies, marketing, and privacy choices

Cookie-consent records, universal opt-out handling, marketing consent, unsubscribes, suppression lists, and privacy-request records are retained as needed to honor your choices and demonstrate compliance. A suppression record may be retained to honor an opt-out without resuming marketing.

9. Children and sensitive data

Child, health, biometric, precise-location, financial-account, government-identifier, and other sensitive data receive shorter, purpose-limited periods and heightened deletion review. When consent is withdrawn, we stop future processing and delete as required unless a narrow lawful exception applies.

10. Security and incident records

Security logs and incident records are retained to investigate, notify, remediate, and defend claims, with minimized raw identifiers and restricted access. Incident response does not justify indefinite retention of unaffected data.

11. Backups and disaster recovery

Deleted data may remain in encrypted, access-restricted backups until the backup expires or is securely overwritten. Backups are not restored into ordinary use without reapplying deletion and suppression records, and a backup exception is not permission for active processing.

12. Legal holds and exceptions

We may suspend deletion for a reasonably anticipated dispute, subpoena, investigation, audit, fraud matter, or other legal duty. A hold identifies scope, owner, basis, start, review cadence, and release. Once released, ordinary deletion resumes. Exceptions are documented, narrow, and access-restricted.

13. Deletion, deidentification, and disposal

At period end, data is deleted, overwritten, destroyed, or deidentified using a method appropriate to the medium and risk. Deidentified data is subject to technical and contractual controls against reidentification where required, and disposal creates evidence without exposing the deleted contents.

14. Vendors and transfers

Our contracts require processors to apply our instructions, retention limits, deletion or return, subprocessor controls, incident notice, and verification. Deletion requests are tracked across our vendors. Cross-border storage and transfers use appropriate safeguards that match our actual practice.

15. User requests and account closure

You may request deletion or closure by emailing admin@thedoxs.com. We authenticate proportionately, explain applicable exceptions, propagate approved requests, and confirm completion or the expected schedule. Closure does not guarantee immediate erasure from backups or records lawfully retained.

16. Governance and changes

Each category has a business owner and a legal owner. We review the schedule periodically and when services, vendors, law, incidents, or data uses change, and we test deletion and backup restoration. We do not make a public retention promise we cannot operationally enforce.

Contact

For retention, deletion, account closure, or legal-hold questions, contact D.O.X Capital at admin@thedoxs.com. Do not use a support channel for emergencies.