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Loveworld Consulate Limited. Version 1.0.
Loveworld Consulate Limited is committed to retaining personal information only for as long as necessary for lawful and specified purposes.
This Policy explains the principles governing retention, deletion, anonymisation and secure disposal of information collected through the Website and related services.
The Company will comply with applicable UK data protection law, including UK GDPR and the Data Protection Act 2018.
The storage limitation principle requires personal information to be retained for no longer than necessary for the purposes for which it is processed.
Other legal requirements may require particular records to be retained for specified periods.
This Policy covers information relating to:
The Company will:
Membership information may be retained while an account remains active.
When a member deletes their account, it is scheduled for erasure 14 days later, and the member can cancel during that period.
Following account closure, information will be reviewed and deleted or anonymised when no longer required, subject to legal obligations and legitimate retention needs.
Information obtained through KingsChat registration will be retained only as necessary for account administration and other disclosed lawful purposes.
Identity documents submitted through Stripe Identity are processed by Stripe through its verification service, and copies are not stored in the Company's membership database.
The Company may retain verification status information and other data made available through its integration where necessary and lawful.
Where the online check cannot verify a member and the member chooses to send a document for manual review, that document is stored encrypted, with access restricted to authorised administrators and each view recorded.
Financial records may include membership subscriptions, merchant registration fees, purchases, commissions, refunds, donations and sponsorships.
Records will be retained for the periods required by applicable accounting, tax, company and other laws.
Different requirements may apply to different types of financial information.
Member comments, forum posts and group content may remain available while relevant services operate, subject to applicable deletion requests, moderation decisions and lawful retention requirements.
Account closure does not automatically require immediate deletion of every contribution.
The Company will assess requests according to applicable data protection rights and other legal obligations.
Petition and advocacy information may include sensitive personal information.
The Company will establish retention periods appropriate to the purpose of each activity.
Where information is no longer needed, it will be deleted or anonymised unless continued retention is justified.
Volunteer applications, participation records, training information and relevant assessments will be retained only for appropriate administrative, safeguarding and legal purposes.
Different retention periods may apply depending on the role, activity and nature of the records.
Safeguarding records will be retained securely according to a specialist retention schedule.
Retention decisions must consider the nature of the concern, relevant legal requirements, possible future investigations and the rights of affected individuals.
Safeguarding records must not be routinely deleted without appropriate review.
Complaints, reports, moderation decisions and appeals will be retained for periods proportionate to their purposes and applicable legal obligations.
Records concerning serious incidents may require longer retention than routine administrative complaints.
Technical records, including security logs and authentication information, will be retained only for appropriate operational, security and legal purposes.
Retention periods will be documented and periodically reviewed.
The main retention periods are set out below. The Company also maintains an internal schedule recording the lawful basis, responsible department, storage location and deletion method for each category.
| Information | How long we keep it |
|---|---|
| Account information | While your membership is active, then 6 months after the account closes |
| Identity verification results and any document sent for manual review | 6 years |
| Nationality and ethnic group answers | Until you remove them or your account is erased |
| Payment and financial records | 7 years |
| Membership applications | 2 years after the decision, or for the length of membership if approved |
| Support requests | 2 years after they close |
| Records of emails and notifications sent | 12 months |
| Server and security logs | 90 days |
| Marketing consent records | Until consent is withdrawn, then 6 months |
| Safeguarding records | Reviewed case by case, for up to 30 years |
Individuals may request deletion of personal information under applicable UK GDPR rights.
The Company will assess each request and explain where deletion is not possible because of legal obligations or another lawful reason.
Personal information will be deleted, anonymised or securely disposed of using methods appropriate to its sensitivity and the relevant systems.
The Company will also consider information held in backups, archived systems and by service providers.
The Company shall designate responsibility for maintaining the retention schedule and overseeing deletion processes.
Staff and volunteers must not retain personal information in unauthorised locations.
Suspected unauthorised loss, disclosure, alteration or destruction of personal information must be reported promptly and handled under the Company's breach procedures.
Where required, the Company will notify the Information Commissioner's Office and affected individuals, as explained in the Privacy Policy.
This Policy and the retention schedule will be reviewed at least annually and following material changes to the Website or the law.
Questions about retention or deletion may be sent to Unitedkingdom@loveworldconsulate.org.
Loveworld Consulate Limited, company number 17445578, 128 City Road, London EC1V 2NX, United Kingdom.
Effective Date: 4 November 2026