Phaeros Inc. retains personal information and Shopify-derived information only for as long as necessary for the purposes for which it was collected, including account administration, rewards administration, purchase attribution, refund handling, privacy request processing, dispute resolution, security, accounting, audit, and legal compliance.
When information is no longer necessary for those purposes, Phaeros deletes or deidentifies it, subject to applicable law and any permitted or required retention exceptions.
Retention schedule
| Data category | Retention period | End-of-retention handling |
|---|---|---|
| Login email cooldown records | Up to 24 hours | Deleted when the applicable cooldown period ends. |
| Unaccepted artist invitations | Up to 7 days | Deleted when the invitation expires or is cancelled, or when the retention period ends. |
| Email-delivery recipient records | Until delivery, cancellation, or permanent failure | Removed after delivery, cancellation, or permanent failure. |
| Shopify privacy export files | Up to 30 days | Deleted when no longer required for the applicable privacy request or when the retention period ends. |
| Shopify privacy request records | Up to 12 months | Deleted or deidentified when no longer necessary to administer or document the request. |
| Protected customer data access audit records | Up to 12 months | Deleted or deidentified when no longer necessary for security review, accountability, or related purposes. |
| Shopify privacy deletion markers | Up to 24 months | Deleted when no longer necessary to prevent reprocessing or document the applicable deletion. |
| Completed, unsupported, or permanently failed Shopify webhook receipts | Up to 90 days | Deleted when no longer necessary for processing, troubleshooting, audit, or reprocessing prevention. |
| Identifiable Shopify commerce records | Up to 24 months after the relevant commerce activity, unless longer retention is legally required or otherwise permitted for a specific purpose | Deleted or deidentified when the applicable retention period ends. |
These periods apply to the application data and records identified above. Other Orbit information is retained only for as long as reasonably necessary for the purpose for which it was collected, subject to applicable legal, accounting, dispute, security, and other permitted retention requirements.
Artist-label relationship contact information
When an artist accepts a label invitation, Orbit stores the artist’s verified Orbit account email as a contact email snapshot on that artist-label relationship.
The contact email snapshot is retained for as long as the relevant artist-label relationship remains active, subject to applicable legal or other permitted retention requirements.
Authorised members of the active label workspace may access this relationship-level contact information for the purposes of administering the artist-label relationship.
When the artist-label relationship ends, the relationship-level contact email snapshot is removed.
If the relevant artist account is later erased, the associated relationship-level contact email snapshot is also removed.
If an artist invitation expires or is cancelled before it is accepted, the invitation email is removed and no artist contact record is created for the label.
The contact email snapshot is associated with the accepted artist-label relationship rather than maintained as an independent label-owned contact record.
Orbit account deletion
Orbit account deletion is currently a verified, support-assisted process. Users may request deletion through Orbit’s privacy contact. Phaeros may verify the requester’s identity and review relevant workspace ownership, access, and data-retention considerations before processing the request.
Deleting an Orbit account ends access to the applicable Orbit account, points, rewards, and program participation, subject to information that Phaeros is required or permitted to retain.
Account deletion does not necessarily result in the immediate deletion of every record associated with the account. Certain reward, redemption, transaction, audit, security, legal, or other records may need to remain for a permitted or required retention purpose. Where retained information is no longer required in identifiable form, Phaeros will delete or deidentify it in accordance with the applicable retention requirements.
A later Orbit account is treated as a new account and does not automatically restore a previously deleted points balance or rewards history.
Shopify customer privacy requests
Shopify customer privacy requests are handled separately from general Orbit account deletion.
Where applicable, Phaeros processes Shopify’s mandatory privacy requests through Shopify’s designated mechanisms, including:
customers/data_request;customers/redact; andshop/redact.
When Shopify customer information is redacted, Phaeros removes or deidentifies the applicable Shopify-derived customer, order, refund, and attribution information as required.
Where necessary to maintain the integrity of the rewards ledger, any remaining reward effect may be addressed through a compensating ledger entry, while related historical information is deidentified where appropriate.
An independent Orbit account may remain active where it can continue to operate without the removed Shopify-derived information.
Shopify privacy request records, export files, deletion markers, and related processing records are retained only for the periods specified in the retention schedule above.
Shopify shop redaction
When a Shopify shop is redacted or a Shopify privacy process otherwise requires removal of Shopify-derived information, Phaeros removes or deidentifies the applicable Shopify installation data, credentials, store and catalogue information, orders, refunds, webhook receipts, and privacy export files, as applicable.
Non-identifying records required to document the privacy action or prevent reprocessing may remain for the applicable retention period.
Shopify privacy deletion markers may remain for up to 24 months where necessary to prevent reprocessing or document the applicable deletion.
Shopify disconnection
Disconnecting a Shopify store stops new Shopify purchase attribution and related processing for that store.
Disconnecting Shopify does not, by itself, automatically delete the Orbit account, points balance, or every associated record.
Shopify-derived information that remains subject to a legitimate retention purpose continues to be handled according to the applicable retention period in this policy.
Shopify webhook records
Orbit may retain records of Shopify webhook processing for operational, troubleshooting, audit, and reprocessing-prevention purposes.
Completed, unsupported, and permanently failed Shopify webhook receipts are retained for up to 90 days.
Permanently failed Shopify webhook processing is subject to the applicable access and operational review controls described in Orbit’s Security documentation.
Protected customer-data access records
Orbit maintains audit records for access to protected Shopify customer data for security, accountability, and operational review purposes.
These access audit records are retained for up to 12 months.
Phaeros conducts periodic review of these records, including the applicable review of protected customer-data access and permanently failed Shopify webhook processing.
Legal and other retention exceptions
Phaeros may retain information for longer where necessary or permitted to:
- comply with applicable law, regulation, or legal process;
- establish, exercise, or defend legal claims;
- resolve disputes;
- prevent fraud, abuse, or security incidents;
- maintain accounting, audit, or other legally required records; or
- enforce applicable agreements and protect the rights and security of Phaeros, Orbit, participating organizations, and users.
Where information is retained under an exception, Phaeros will continue to protect it and will delete or deidentify it when the applicable retention purpose ends.
If information is subject to an active legal, security, dispute, or regulatory hold, the applicable retention period may be extended until the matter is resolved.
Backups and recovery
Production database backups support point-in-time recovery for up to seven days. We also retain weekly encrypted off-site database exports for 30 days. If data is restored from a backup, deletion and redaction requests received after that backup are reapplied before the restored data is made available.
Questions
For questions about data retention or to request Orbit account deletion, contact: