Data Retention and Disposal Policy

Our retention principles

Personal information should be kept only while there is a continuing, lawful reason to retain it. Retention decisions take account of the purpose of collection, your requests, the relevant relationship, applicable legal obligations, security needs, and the establishment or defence of legal claims.

There is no single retention period for every record or country. A record's age alone does not determine whether it should be deleted. Where a fixed period is required by law or agreed in a contract, that period applies to the relevant records.

Demo requests and business enquiries

Names, contact details, company information, demo preferences and related correspondence support our response to your enquiry and any resulting business relationship. They may remain relevant while we are discussing, providing or supporting services, or resolving related issues.

If an enquiry is no longer relevant, you may request deletion. Any continuing retention must have an applicable reason, such as a legal requirement or a live dispute. Submitting a demo request does not establish an indefinite right to retain all the information you provide.

Newsletter and communication records

Subscription information is used while you subscribe and to manage your preferences. Withdrawing consent or unsubscribing stops the associated marketing use; it does not necessarily delete every record immediately.

A limited record of your preference or consent history may be needed to respect your opt-out or demonstrate compliance. You can ask us to delete subscription information or explain any information that must remain. Such records must not be used to restart marketing without an appropriate basis.

Comments and author profiles

Approved comments and author details may remain public while the related content is published. Pending and rejected comments may be retained for moderation, handling complaints and investigating misuse. Unpublishing a page or rejecting a comment changes visibility; it is not the same as permanent deletion.

You can request removal or correction of personal information in a contribution or profile. We assess the request alongside applicable rights and any valid reason to preserve a limited record. Copies made independently by search engines or other websites are outside our direct control.

Drafts, revisions, documents and images

The editorial system keeps drafts, saved workspaces, article revisions, imported source documents and media to support editing, translation and recovery. Imported originals remain in private storage until authorised staff delete them. Imported or generated article images are separate records, so removing a source document does not automatically remove those images.

An image or author record may be protected from deletion while referenced by an article, workspace or retained revision. Staff must assess and resolve the relevant references when completing an approved disposal request. These safeguards prevent accidental content loss; they do not override a legal obligation to erase information.

The current editorial system does not promise automatic deletion after a fixed number of days. Disposal of retained content requires authorised review and the appropriate administrative actions.

Staff accounts, AI operations and technical records

Staff account information supports authorised access. Access should be withdrawn when it is no longer authorised, while a limited activity history may remain necessary for security, accountability or resolving issues.

AI prompts, results, operation status, model information and usage records support editorial work, retries, cost reconciliation and troubleshooting. Cancelling an operation does not erase information already processed or reverse a provider charge. Provider-held copies are subject to the applicable provider's terms, configuration and legal obligations.

Access logs, error records and security information may be held by hosting or other service providers. Their retention depends on the relevant service and configuration. Browser preferences can also be removed using your browser controls; our explicit country-selection cookie has a maximum lifetime of one year.

Legal obligations and preservation holds

Some records may need to be retained to comply with accounting, tax, regulatory or other legal requirements, or while a relevant claim, investigation or dispute is unresolved. A hold should be limited to the records needed for that purpose, with access restricted appropriately.

When the obligation or hold ends, the records should be reassessed for disposal. A hold is not a reason to retain unrelated information indefinitely. Where permitted, we will explain why a deletion request cannot be completed in full.

Requesting deletion or retention information

Email the contact address below to request deletion, ask how long particular information is held, or raise a retention concern. Describe your relationship with Greenloom and identify the relevant enquiry, subscription, comment, account or document where possible.

We may request proportionate information to verify your identity or authority before acting. Do not send passwords, bank credentials or identity documents unless specifically requested through an appropriate channel. Requests are assessed under the law that applies, and we respond within its required period. We will explain relevant limitations or additional steps where appropriate.

Disposal and anonymisation

Depending on the record and system, an approved disposal action may involve deletion from active database records, removal of stored originals and image variants, or irreversible anonymisation where appropriate. Renaming a person, hiding a page or moving data to an archive is not, by itself, permanent disposal.

Disposal should be carried out by authorised personnel using the controls appropriate to the storage system. Where a provider manages the underlying infrastructure, deletion relies on its supported processes and applicable contractual commitments. We do not represent ordinary application deletion as certified physical destruction of a provider's hardware.

Backups, recovery and residual copies

Deleting information from an active system does not necessarily remove copies from backups at the same time. Backup retention and replacement depend on the backup arrangements in use and any applicable preservation requirements. This policy does not promise a fixed backup-purge interval that has not been established for the relevant system.

Copies retained only for recovery should remain protected and should not be returned to ordinary use after an approved erasure. If a backup is restored, the relevant deletion decisions need to be reapplied before the restored data is used for normal operations. Ask us about backup handling if it is relevant to your request.

Service providers and international processing

Disposal may require coordinated action across database, storage, hosting, email and AI providers. Where we instruct a provider to process information on our behalf, the applicable agreement and legal requirements govern retention and deletion. Information a provider is legally required to retain may be subject to separate conditions.

This policy applies regardless of where a visitor is located. Processing outside your country does not remove applicable protections or transfer requirements. Customer-specific return or deletion commitments remain governed by the relevant service agreement and mandatory law.

Policy review and changes

Retention practices should be reviewed when a purpose ends, a request is received, a service or provider changes, or a legal obligation changes. This policy may be updated to reflect those developments. The revision date appears at the top; any additional notice required by applicable law will be provided.

Contact us

Contact Greenloom for deletion requests, questions about a specific retention period, or concerns about disposal. If you disagree with our response, you may also exercise any right to complain to the competent authority under applicable law.

Email: [email protected]