Data Retention Policy
Last Updated: July 5, 2026 | Effective Date: July 5, 2026
1. Introduction
This Data Retention Policy outlines how ShambaCare collects, stores, and retains personal data in compliance with the Kenya Data Protection Act, 2019 and other applicable data protection regulations. This policy should be read together with our Privacy Policy.
2. Data Categories and Retention Periods
2.1 User Account Information
| Data Type | Retention Period | Retention Rationale |
|---|---|---|
| Name, contact information, login credentials | While account is active + 7 years after closure | Account management, legal compliance, fraud prevention |
| Profile information (farm details, location) | While account is active + 7 years after closure | Service delivery, agricultural advisory |
| Authentication logs and session data | 90 days | Security monitoring, incident investigation |
2.2 Agricultural Data
| Data Type | Retention Period | Retention Rationale |
|---|---|---|
| Crop images and diagnostic results | 5 years from diagnostic date | Historical analysis, AI model improvement, farmer records |
| Crop planting and harvest records | 7 years from record date | Agricultural planning, trend analysis |
| Field visit reports and recommendations | 5 years from visit date | Extension officer records, service quality |
| Pesticide calculation records | 3 years from calculation date | Regulatory compliance, safety records |
2.3 Marketplace Data
| Data Type | Retention Period | Retention Rationale |
|---|---|---|
| Product listings and descriptions | While listing is active + 2 years after removal | Marketplace operation, dispute resolution |
| Transaction records and communications | 7 years from transaction date | Financial compliance, dispute resolution |
| Buyer and seller reviews | 5 years from review date | Trust system, quality assurance |
2.4 Communication Data
| Data Type | Retention Period | Retention Rationale |
|---|---|---|
| Email communications | 3 years from date of communication | Service support, legal compliance |
| Support tickets and responses | 5 years from ticket closure | Service improvement, quality assurance |
| In-app messages and notifications | 1 year from message date | Service delivery, user support |
2.5 Analytics and Technical Data
| Data Type | Retention Period | Retention Rationale |
|---|---|---|
| Website usage analytics (aggregated) | 2 years | Service improvement, business intelligence |
| Server logs and error reports | 6 months | System maintenance, security monitoring |
| IP addresses and access logs | 90 days | Security, fraud prevention |
3. Data Retention Principles
3.1 Purpose Limitation
We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including:
- Providing our services to users
- Complying with legal obligations
- Resolving disputes and enforcing our agreements
- Supporting legitimate business interests
3.2 Data Minimization
We collect and retain only the minimum amount of personal data required to achieve our purposes. When data is no longer needed, it is securely deleted or anonymized.
3.3 Accuracy and Currency
We take reasonable steps to ensure retained data is accurate, complete, and up-to-date. Users may request correction or deletion of their data as outlined in our Privacy Policy.
4. Data Deletion and Disposal
4.1 Automatic Deletion
When retention periods expire, data is automatically deleted or anonymized through:
- Automated database cleanup processes
- Secure file deletion protocols
- Anonymization for analytics and research purposes
4.2 User-Requested Deletion
Users may request deletion of their personal data before the end of retention periods by:
- Submitting a deletion request through their account settings
- Contacting our support team at shambacare@proton.me
We will process deletion requests within 30 days, subject to legal and regulatory requirements.
4.3 Account Closure
When a user closes their account:
- Active data is retained for the specified periods
- Account access is immediately revoked
- Personal identifiers are anonymized where possible
- Data essential for legal compliance is retained
5. Legal and Regulatory Retention Requirements
Certain data may be retained longer than standard periods to comply with:
- Tax Laws: Financial records for 7 years
- Anti-Money Laundering: Transaction records for 7 years
- Consumer Protection: Complaint records for 5 years
- Employment Law: Employee records for 7 years
- Agricultural Regulations: Farm and crop records as required
6. Data Archiving
6.1 Archive Criteria
Data that is no longer actively used but must be retained is moved to secure archives when:
- The account has been inactive for more than 12 months
- The data is no longer needed for active service delivery
- The retention period is approaching but legal requirements persist
6.2 Archive Security
Archived data is stored with enhanced security measures:
- Encryption at rest and in transit
- Restricted access controls
- Regular security audits
- Immutable storage where required
7. Data Anonymization
7.1 Anonymization Process
When data is no longer needed in identifiable form but has value for analysis, we:
- Remove direct identifiers (names, emails, phone numbers)
- Aggregate or generalize indirect identifiers (locations, dates)
- Apply statistical techniques to prevent re-identification
- Validate anonymization effectiveness
7.2 Anonymized Data Use
Anonymized data may be used for:
- AI model training and improvement
- Agricultural research and trend analysis
- Service optimization
- Statistical reporting
8. Special Categories of Data
8.1 Health and Agricultural Data
Crop health and diagnostic data is treated as sensitive information:
- Retention: 5 years (as per agricultural data table)
- Enhanced security measures applied
- Access restricted to authorized personnel
- Additional consent required for research use
8.2 Biometric Data
We do not currently collect biometric data. If this changes in the future, specific retention policies will be implemented with explicit user consent.
9. Data Breach Retention
In the event of a data breach:
- Breach-related records are retained for 7 years
- Investigation logs are retained for 5 years
- Communications with affected users are retained for 3 years
10. Third-Party Data Processors
We use third-party services to process data. We ensure that:
- Processors have equivalent or better retention policies
- Data processing agreements specify retention requirements
- Regular audits verify compliance
- Data is returned or deleted upon contract termination
11. Data Subject Rights
Users have the right to:
- Access: Request a copy of their personal data
- Rectification: Request correction of inaccurate data
- Erasure: Request deletion of their data (right to be forgotten)
- Restriction: Request restriction of processing
- Portability: Request transfer of their data
- Object: Object to processing based on legitimate interest
12. Policy Review and Updates
This Data Retention Policy is reviewed annually and updated as necessary to reflect:
- Changes in data protection laws and regulations
- Evolving business practices and services
- Technological advancements in data management
- User feedback and regulatory guidance
13. Compliance and Monitoring
13.1 Internal Audits
We conduct regular internal audits to ensure:
- Retention schedules are followed
- Data deletion processes are effective
- Security measures are adequate
- Compliance with this policy is maintained
13.2 Staff Training
All staff with access to personal data receive training on:
- Data retention requirements
- Secure data handling practices
- Data subject rights
- Breach reporting procedures
14. Contact Information
For questions about data retention or to exercise your data subject rights:
- Data Protection Officer: shambacare@proton.me
- Address: Taveta Sub-County, Taita Taveta County - Kenya