Data Retention Policy

Last Updated: March 7, 2025

This Data Retention Policy describes how Ryxiqia collects, stores, and deletes personal data and other information in connection with the use of our platform and services. This policy applies to all users, including learners, instructors, and any other individuals who interact with our services.

We are committed to retaining data only for as long as necessary to fulfil the purposes for which it was collected, to comply with applicable legal obligations, and to support legitimate business operations.

1. Scope of This Policy

This policy applies to all personal data and non-personal data processed by Ryxiqia in the course of providing its educational platform services. This includes data collected through our website at ryxiqia.com, our learning management systems, communication tools, and any associated services.

This policy covers data held in electronic form, cloud storage environments, databases, backup systems, and any other digital storage medium used by Ryxiqia or its authorised service providers.

2. Categories of Data We Retain

We retain data across the following categories:

2.1 Account and Identity Data

This includes information provided during registration and account management, such as name, email address, contact details, and authentication credentials. This data is retained for the duration of the account and for a defined period following account closure.

2.2 Learning and Progress Data

This includes records of course enrolment, session attendance, assessment results, completion certificates, and learning path progress. This data supports the delivery of personalised learning experiences and is retained for the duration of the user relationship and beyond where required for certification or compliance purposes.

2.3 Communication Data

This includes messages exchanged through platform messaging tools, support requests submitted via email or contact forms, and records of instructor-learner interactions conducted through the platform. This data is retained to support service quality and to resolve disputes.

2.4 Payment and Transaction Data

This includes records of purchases, invoices, refunds, and payment method details processed through our platform. Financial transaction records are retained in accordance with accounting and legal obligations.

2.5 Technical and Usage Data

This includes log files, IP addresses, device identifiers, session data, browser type, and platform interaction records collected automatically when users access our services. This data is used for security monitoring, performance analysis, and service improvement.

2.6 Marketing and Consent Data

This includes records of consent given for marketing communications, preferences, and opt-out records. Consent records are retained to demonstrate compliance with applicable requirements, even where a user has withdrawn consent.

3. Retention Periods

We apply specific retention periods based on the category of data and the purpose for which it was collected. The following table provides an overview of our standard retention periods:

These periods represent our standard retention schedules. In specific circumstances, data may be retained for longer periods where required by legal obligation, ongoing dispute, regulatory investigation, or other legitimate grounds.

4. Criteria Used to Determine Retention Periods

Where no specific retention period is defined in this policy, we determine the appropriate period by considering the following factors:

• The purpose for which the data was originally collected and whether that purpose has been fulfilled
• The nature of the contractual relationship between Ryxiqia and the individual
• Any applicable legal, regulatory, or professional obligations that require us to retain certain records
• The potential need to retain data for the establishment, exercise, or defence of legal claims
• The reasonable expectations of the individual based on the context in which data was provided
• The sensitivity of the data and the risk to individuals if it is retained unnecessarily

5. Data Held in Backup Systems

Data that has been deleted from active systems may continue to exist in backup or archival storage for a limited period. Backup systems are maintained for disaster recovery and business continuity purposes. Data in backup systems is not actively used for operational purposes and is subject to controlled deletion schedules aligned with our backup rotation policies.

Where a deletion request is received, data will be removed from active systems promptly. Removal from backup systems will occur as part of the regular backup rotation cycle, typically within 90 days of the deletion from active systems.

6. Deletion and Anonymisation

At the end of the applicable retention period, data is either securely deleted or anonymised so that it can no longer be linked to an identifiable individual. The method applied depends on the type of data and the storage medium in which it is held.

Secure deletion involves the permanent removal of data from our systems in a manner that prevents recovery. Anonymisation involves the modification of data so that all identifying elements are removed or rendered irreversible, allowing the remaining information to be used for aggregate analysis or reporting without reference to any individual.

We do not retain data in a personally identifiable form beyond the periods specified in this policy unless a valid legal basis exists for doing so.

7. Third-Party Service Providers

Ryxiqia uses third-party service providers to support the delivery of its platform, including cloud infrastructure providers, payment processors, communication tools, and analytics services. These providers may retain data on our behalf and are required to comply with retention obligations consistent with this policy.

We conduct due diligence on our service providers and include contractual provisions requiring them to delete or return data upon termination of the service relationship or upon our instruction.

8. User Rights in Relation to Retained Data

Individuals whose data we hold have certain rights regarding that data, which may include the right to access, correct, or request deletion of their personal data, subject to applicable legal requirements and the grounds on which data is retained.

Requests relating to personal data can be submitted by contacting us using the details provided in Section 11 of this policy. We will respond to all valid requests within a reasonable timeframe and in accordance with our obligations.

Please note that we may be unable to fulfil a deletion request where data is required to be retained for legal, regulatory, or contractual reasons. In such cases, we will inform the individual of the reason for the limitation.

9. Data Minimisation

Ryxiqia is committed to collecting and retaining only the minimum amount of data necessary to fulfil the purposes described in our Privacy Policy and in this Data Retention Policy. We regularly review the data we hold and take steps to reduce or eliminate data that is no longer necessary for any legitimate purpose.

10. Policy Review and Updates

This policy is reviewed periodically to ensure it remains accurate, up to date, and consistent with our operational practices and applicable requirements. We may update this policy from time to time. Where changes are material, we will take reasonable steps to notify users, which may include posting a notice on our website or sending a direct communication.

Continued use of our services following any update to this policy constitutes acceptance of the revised terms.

11. Contact Us

If you have questions about this Data Retention Policy, wish to exercise your data rights, or wish to raise a concern about how your data is being handled, please contact us using the following details:

Ryxiqia
Main St, Innplot, Galway, H91 D8KC, Ireland
Email: contact@ryxiqia.com
Phone: +353 1 453 9547

We are committed to addressing all enquiries promptly and transparently.