- Record Retention & Deletion Policy
This Record Retention & Deletion Policy forms part of Ezyiah’s Terms and Conditions and Privacy Policy and governs the collection, storage, retention, deletion, and handling of records and personal information by Ezyiah in accordance with applicable Australian laws and regulatory obligations.
Ezyiah complies with applicable obligations under, including but not limited to:
- the Privacy Act 1988 (Cth);
- the Australian Privacy Principles (“APPs”);
- the Corporations Act 2001 (Cth);
- the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) where applicable;
- the Electronic Transactions Act 1999 (Cth); and
- applicable taxation and record-keeping obligations administered by the Australian Taxation Office.
10.1 Retention of Records
Ezyiah may collect, retain, store, process, archive, and back up records, documents, communications, metadata, and personal information for purposes including:
- providing and maintaining platform services;
- taxation and accounting compliance;
- identity verification and fraud prevention;
- audit and compliance obligations;
- dispute resolution and enforcement of legal rights;
- cybersecurity, system monitoring, and incident response;
- backup, disaster recovery, and business continuity purposes; and
- compliance with applicable laws, court orders, subpoenas, or regulatory requests.
Records may include, without limitation:
- uploaded documents and financial records;
- tax files and supporting evidence;
- AI-generated responses and outputs;
- user communications and support correspondence;
- login records, IP addresses, timestamps, and system activity logs;
- billing and subscription records; and
- encrypted backups and archived datasets.
10.2 Minimum Retention Periods
Where required by law, Ezyiah may retain records for statutory minimum retention periods, including periods prescribed under taxation, corporate, financial, or regulatory legislation.
Unless otherwise required by law or contract, Ezyiah reserves the right to determine appropriate retention periods having regard to:
- the nature and sensitivity of the information;
- legal and regulatory obligations;
- operational and security requirements;
- dispute or litigation risk; and
- legitimate business interests.
10.3 User Acknowledgement & Responsibility
By using the Ezyiah platform, users acknowledge and agree that:
- Ezyiah is not a permanent archival or custodial storage service unless expressly agreed in writing;
- users remain solely responsible for maintaining independent backups and copies of their records;
- users must retain records necessary to satisfy their own taxation, accounting, legal, or regulatory obligations;
- deletion requests may be subject to legal, compliance, security, or operational restrictions; and
- Ezyiah may retain certain information after account closure where reasonably required by law or legitimate business interests.
10.4 Account Termination & Data Deletion
Upon account closure, termination, suspension, or prolonged inactivity, Ezyiah may:
- restrict or revoke access to stored records;
- archive information for compliance and security purposes;
- permanently delete records from active systems;
- anonymise or de-identify data;
- retain limited residual backup copies until overwritten in the ordinary course of system operations.
Deletion requests will be handled in accordance with applicable Australian privacy laws, including APP 11 under the Privacy Act 1988 (Cth), which requires organisations to take reasonable steps to destroy or de-identify personal information no longer required.
10.5 Legal Holds & Regulatory Disclosure
Notwithstanding any deletion request, Ezyiah may preserve, disclose, or retain records where required to:
- comply with applicable laws or regulations;
- respond to lawful requests from courts, tribunals, regulators, or government authorities;
- investigate suspected unlawful activity, fraud, or security breaches;
- enforce contractual rights or defend legal claims; or
- protect the rights, property, or safety of Ezyiah, its users, or third parties.
10.6 Security & Storage
Ezyiah implements commercially reasonable administrative, technical, and physical safeguards designed to protect records against unauthorised access, misuse, loss, interference, alteration, or disclosure.
- However, users acknowledge that:
- no electronic storage system or transmission method is completely secure;
- Ezyiah cannot guarantee absolute security or uninterrupted availability of stored records; and
- users upload and store information at their own risk to the maximum extent permitted by law.
10.7 Limitation of Liability
To the maximum extent permitted by law, Ezyiah excludes liability for any loss, corruption, deletion, inaccessibility, unauthorised access, or failure to recover records, except where liability cannot lawfully be excluded under applicable Australian consumer protection laws.
Users agree that they are solely responsible for maintaining independent backups of all important documents and records.
10.8 Amendments
Ezyiah reserves the right to amend this Record Retention & Deletion Policy at any time. Updated versions become effective immediately upon publication on the platform or website unless otherwise stated.