Data Retention Policy
How long we keep your data and why
Retention Schedule
| Data Category | Retention Period | Legal Basis for Retention |
|---|---|---|
| Account data (name, email, username) | Active period + 12 months after deletion | Contract; legitimate interests |
| Wildlife case records | 5 years minimum (per institution policy) | Veterinary professional obligations; conservation reporting |
| Veterinary reports (PDFs) | 7 years | Regulatory compliance; Kenya Wildlife Service requirements |
| Payment records & invoices | 7 years | Kenya Revenue Authority; VAT Act; Income Tax Act |
| Audit logs | 36 months | Security; legal obligation; fraud prevention |
| Visitor analytics logs | 24 months | Legitimate interests (analytics, fraud prevention) |
| Email campaign records | 36 months | Consent management; legitimate interests |
| Uploaded documents | Per institution policy; deleted 30 days after account closure | Contract |
| Backup snapshots | 30 days rolling | Business continuity; disaster recovery |
Deletion Procedures
On account closure or data erasure request, we: deactivate the account immediately; remove personal identifiers from active databases within 30 days; purge backup snapshots within 30 days of the last backup cycle; retain only legally required records (payment records, audit logs) in anonymised or aggregate form where possible.
Data Export Before Deletion
You have 30 days from account closure to export your data via the REST API or by contacting support@vettrackpro.com. After this window, recovery is not guaranteed.
Contact
For data retention queries: privacy@vettrackpro.com