RainFocus Data Retention Policy

1. Purpose

This policy establishes the standards and procedures for retaining and deleting data within the RainFocus platform to ensure efficient data management, compliance with contractual obligations, and protection of user privacy.

2. Scope

This policy applies to all client data stored within the RainFocus platform, including event data, attendee information, associated metadata, and files.

3. Definitions

• Event: An organized gathering or program managed through the RainFocus platform
• Event Data: All information associated with an event, including but not limited to attendee lists, registration details, event configurations, and files
• Contract Termination: The formal end of a service agreement between RainFocus and a client

4. Retention Periods and Deletion Schedule

4.1 Standard Event Data Retention

• All event data and associated information will be retained for four (4) years (unless otherwise negotiated) from the end date of the event.
• After the four-year retention period, all event data will be automatically deleted from the system

4.2 Contract Termination Data Retention

• Upon contract termination, all client data will be retained for ninety (90) days from the termination date
• After the ninety-day retention period, all client data will be permanently deleted from the system

5. Implementation and Compliance

5.1 Automated Deletion Process

• The system will automatically flag data for deletion based on the retention periods specified above
• Deletion processes will run yearly during the period of December 1st to January 31st to ensure consistent and timely removal of expired data

5.2 Data Recovery

• Once data has been deleted according to this policy, it cannot be recovered
• Clients should ensure they have exported any necessary data before the applicable retention period expires

5.3 Notification

• Clients will be notified thirty (30) days prior to data deletion

6. Data Access and Export

• Clients have continuous access to their event data through the RainFocus Report Builder during the retention period
• Data can be downloaded at any time during the retention period

7. Policy Review and Updates

This policy will be reviewed annually and updated as necessary to reflect changes in business requirements, regulatory obligations, or system capabilities.

8. Contact Information

For questions or concerns regarding this policy, please contact your RainFocus account representative.