Data Retention Policy

Last updated: 17 December 2025

Overview

DealMetric is committed to retaining your personal data only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, and resolve disputes. This policy outlines how long we keep different types of data in accordance with UK GDPR and Data Protection Act 2018.

Retention Periods

Active User Accounts

Retention Period: Duration of active subscription + 30 days

Account data, profile information, and user-generated content (deal calculations, saved properties, investor CRM data) are retained while your subscription is active and for 30 days after cancellation to allow for reactivation.

Cancelled/Expired Subscriptions

Retention Period: 30 days after cancellation

After subscription cancellation or expiry, user data is retained for 30 days to facilitate potential reactivation. After this period, all user-generated content is permanently deleted.

Transaction & Billing Records

Retention Period: 7 years

Payment records, invoices, and transaction history are retained for 7 years to comply with UK tax and accounting regulations (Companies Act 2006, HMRC requirements).

Support Tickets & Communications

Retention Period: 3 years after ticket resolution

Support tickets, email communications, and help desk records are retained for 3 years to provide ongoing support, resolve disputes, and improve service quality.

Login History & Security Logs

Retention Period: 90 days

IP addresses, login timestamps, device information, and security event logs are retained for 90 days to detect fraud, prevent unauthorized access, and investigate security incidents.

Cookie Consent Records

Retention Period: 12 months

Cookie consent preferences and timestamps are retained for 12 months as required by PECR (Privacy and Electronic Communications Regulations).

Marketing Communications

Retention Period: Until consent withdrawal

Email addresses and marketing preferences are retained only while you have active consent. You can withdraw consent at any time via unsubscribe links or account settings.

Compliance & Legal Hold

Retention Period: As legally required

If data is subject to legal proceedings, investigations, or regulatory requirements, it may be retained beyond standard periods until the matter is resolved.

Data Deletion Process

When data reaches the end of its retention period, we follow this deletion process:

Automated Deletion: Our systems automatically flag data that has exceeded its retention period
Review: Flagged data is reviewed to ensure no legal holds or active disputes exist
Secure Deletion: Data is permanently deleted from all production databases and backups
Verification: Deletion is verified and logged for audit purposes

Note: Anonymized, aggregated data (with all personal identifiers removed) may be retained indefinitely for analytics and service improvement purposes.

Your Rights

Under UK GDPR, you have the right to:

•Request Deletion: You can request immediate deletion of your data at any time via Account Security → Privacy tab
•Data Portability: Download all your data in JSON format for transfer to another service
•Rectification: Correct inaccurate data through your account settings
•Object to Processing: Object to certain types of data processing

To exercise these rights, visit your Account Security page or contact us at privacy@dealmetric.co.uk

Exceptions & Special Cases

•Legal Disputes: Data related to active legal proceedings may be retained until resolution
•Fraud Prevention: Data flagged for fraud investigation may be retained longer for security purposes
•Regulatory Requests: Data may be retained if requested by ICO, FCA, or other UK regulators
•Backup Systems: Data in backup systems may persist for up to 30 additional days before permanent deletion

Policy Updates

We may update this policy to reflect changes in our practices or legal requirements. Material changes will be communicated via email and displayed prominently in your account dashboard. Continued use of DealMetric after updates constitutes acceptance of the revised policy.

Contact Information

For questions about data retention or to exercise your rights under UK GDPR:

Email: privacy@dealmetric.co.uk
Data Protection Officer: dpo@dealmetric.co.uk
ICO Registration: [To be added upon registration]