Data Retention Schedule
08Data Retention ScheduleHow long Equatorium keeps each type of record and what starts the clock.
Last updated: November 4, 2026
This Data Retention Schedule forms part of our Privacy Policy. It sets out how long Equatorium Corporation (“Equatorium”) keeps the personal data it holds in its Data Services, Platform and Website, and what event starts each retention period. Capitalised terms have the meanings given in the Privacy Policy.
1Principles
- Purpose-limited. We keep each record only as long as it is needed for the purpose for which we hold it, as described in the Privacy Policy.
- Shortest workable period. Where a record is sensitive, such as precise geolocation and identity-linked device data, we choose the shortest period that still allows us to provide accurate Data Services and to account for what we have disclosed.
- Defined triggers. Every period runs from a defined event, such as the date a record was collected, an account was closed, or a release expired.
- Deletion by default. Records are deleted when their period ends, unless a legal hold applies (Section 3) or the law requires us to keep them longer.
- Longer periods only where required. We keep records longer than the periods below only where required by law, tax or accounting rules, or to establish, exercise or defend legal claims.
2Retention schedule
| Record type | Examples | Retention period | Trigger |
|---|---|---|---|
| Device and location records from Data Partners | Advertising IDs, network information, location data, device information, Wi-Fi identifiers, hashed contact identifiers, consent information, and household and workplace locations received from Data Partners. | For the period set in our retention settings, chosen using the principles in Section 1 | Date of collection |
| Terminal records | Terminal numbers, terminal locations and history, classifications and reasons, device lists, and estimated home and work places. | While the terminal remains in the service, and then for the period set in our retention settings, chosen using the principles in Section 1 | Date the terminal was last seen |
| Disclosure release contents | Information released to an Agency under the Disclosure Policy. | Deleted at the end of the release window shown on the release | Date of release |
| Disclosure request records and audit trail | Case type, scopes, legal basis, justification, uploaded documents, decisions and reasons, and release openings. | For the period set in our retention settings, chosen using the principles in Section 1 | Date the request was closed |
| Exports | Exports of terminals, usage and releases. | Release exports: deleted when the release expires. Other exports: deleted after a short period set in our retention settings, chosen using the principles in Section 1. | Release expiry, or the date the export was prepared |
| Quant conversations | Questions, Quant’s replies, and the organisation data Quant read to answer. | 90 days after the last message, or immediately when the User deletes the conversation | Date of the last message |
| Account and user information | Name, email, role, permissions, notification preferences, two-step settings. | Life of the account plus 2 years | Date the User or the Agency’s account is closed |
| Audit logs | Changes made on the Platform and releases opened, with the User, time and object. | For the period set in our retention settings: at least 7 years and no longer than 10 years | Date of the event |
| Billing records | Invoices, credits, subscriptions, payment status, billing entity and purchase order numbers. | 7 years, or longer where tax law requires | End of the financial year of the transaction |
| Support tickets and callback numbers | Ticket messages, attachments, phone numbers given for a callback. | For the period set in our retention settings: at least 3 years and no longer than 6 years after closure | Date the ticket was closed |
| Briefing requests and denied sign-ups | Name, agency, official email, country, vetting notes. | For the period set in our retention settings: at least 12 months and no longer than 2 years | Date of the request, or of the denial |
| Received webhook events | Notifications our payment, sign-in and email providers send us about events in their services. | For the period set in our retention settings: at least 12 months and no longer than 2 years | Date the notification was received |
| Security and access logs | Sign-in events, IP addresses, request and error logs. | Kept by our hosting and sign-in providers for the periods their services set | Date of the event |
| Email delivery records | Message delivery status, bounce and unsubscribe events. | For the period set in our retention settings: at least 12 months and no longer than 2 years | Date of the event |
| Opt-out records | Advertising IDs of devices whose users opted out. | For as long as we operate the Data Services | Date of the opt-out |
| Privacy request records | The request, verification steps and our response. | 24 months | Date the request was completed |
| Job applicant data | CV, application, interview notes. | 2 years after the role is filled | Date the role is filled |
Agencies are independent controllers of the information they export from the Platform or receive in a release. Once information leaves the Platform, the Agency’s own retention rules apply to its copy.
3Legal holds and longer periods
We suspend deletion of specific records when we are under a legal obligation to preserve them, for example because of litigation, a regulatory investigation, an audit, or a preservation request we are required to honour. A hold applies only to the records it covers and only for as long as it is needed; when it is lifted, the normal schedule resumes and records already past their period are deleted. We may also keep a record longer where it is needed to investigate a security incident or a breach of our Responsible Use & Platform Enforcement Policy.
4Backups
If a copy of a deleted record remains in any recovery copy, it is not restored to active use and is deleted in the normal course.
5De-identified and aggregate data
We may keep information that has been de-identified or aggregated so that it can no longer reasonably be linked to a device or a person, such as counts of terminals per area and service usage totals, for longer than the periods above. We take reasonable measures to prevent re-identification of such data, we do not attempt to re-identify it, and we require anyone we share it with to do the same.
6How deletion requests interact with this schedule
If you ask us to opt out and delete under our Your Privacy Choices page, we do not wait for the scheduled period to end:
- we delete the device records associated with the advertising ID you give us;
- we keep a record of the opt-out so the device’s data is not used again;
- terminal records are updated so they no longer rely on your device; and
- we keep the minimum information needed to show that we handled your request, and the disclosure audit trail, where the law requires it or to defend legal claims.
Deletion does not reach copies already held by an Agency that received a release before your request. Requests from Platform Users and Website contacts are handled under the same approach, subject to records we must keep for billing, tax, audit or legal reasons.
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