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🗄️ Retention Schedules · Effective October 2026

Data Retention Policy

This Data Retention Policy outlines how long FanVault preserves information, the legal requirements governing our schedules, and how we securely sanitize and destroy expired records.

Data Retention Matrix

Data Classification Primary Purpose Retention Period Destruction Protocol
Sealed Fan Letters & Predictions Vault delivery for milestone celebration stream Duration of Vault + Fan Archive Cryptographic deletion on verified fan request
Financial & Ledger Records Tax compliance, AML checks, audit trails 7 Years (Statutory) Automated cryptographic scrubbing post-statutory period
Creator Studio & Account Data Channel profile, milestone configuration Active Account Lifetime Immediate upon creator closure request
Magic Login Links & Tokens Passwordless creator studio authentication 30 Minutes One-time use consumption & daily table purge
Server & Application Logs Security incident response & DDoS prevention 90 Days Automated rolling log rotation & permanent deletion
Encrypted Database Backups Disaster recovery & business continuity 30 Days Overwritten via rolling point-in-time backup snapshots

1. Purpose & Guiding Principles

FanVault adheres to the principle of Data Minimization. We retain personal data only for as long as necessary to fulfill the purpose for which it was originally collected, or as strictly mandated by legal, accounting, and regulatory statutes.

Minimization We never collect extraneous demographic or tracking data.
Security at Rest All retained data is safeguarded with 256-bit AES encryption.
User Control Users retain rights to request accelerated deletion anytime.

2. Fan Letter & Keepsake Lifecycle

The core of FanVault is a community time capsule. When a fan seals a letter:

  1. Pre-Reveal State: The full letter body is sealed and locked in our database. It cannot be viewed publicly and remains held for the scheduled milestone reveal.
  2. Stream Reveal: On the creator’s milestone stream date, the letter becomes unsealed for the creator’s broadcast view.
  3. Fan Archive: The fan retains perpetual private access to their authored letter and commemorative pass using their unique claim token.
  4. Deletion on Demand: If a fan wishes to delete their letter before or after the stream reveal, they may request immediate purging via our Deletion Procedure.

3. Financial Records & Statutory Legal Holds

To comply with United States Internal Revenue Service (IRS), European Union Value-Added Tax (VAT), and global Anti-Money Laundering (AML) laws, FanVault is legally obligated to retain transactional accounting records for seven (7) years from the date of transaction.

Privacy Isolation: While financial ledger records (transaction ID, currency, timestamp, amount) must be retained for 7 years, any associated fan personal letters or messages can still be scrubbed or anonymized upon request without violating tax record requirements.

4. Cryptographic Sanitization & Deletion

When records reach their retention expiration date or when a verified user deletion request is fulfilled:

  • The specific database records are hard-deleted using atomic database operations.
  • Cached copies in application and view caches are evicted immediately.
  • Automated disaster recovery backups expire and roll off within thirty (30) days.

Data Retention Questions

For inquiries regarding our storage schedules or to request a retention audit for your data, please contact:

Compliance Team: privacy@getfanvault.com