Effective date: August 1, 2026
This policy explains how long Nexus Orb (“we”, “us”, “our”) keeps different categories of data collected through this website and in the course of providing our design, development, marketing, project management, and invoicing services, and why.
1. General Website Data
- Contact form and quote enquiries that don’t lead to a paid engagement are kept for up to 24 months from your last message, so we can follow up or you can pick the conversation back up, after which they’re deleted.
- Newsletter subscriptions are kept until you unsubscribe or the address is confirmed inactive.
- Website analytics data is retained in aggregated or anonymised form for up to 26 months, in line with standard analytics-tool defaults.
2. Client Project and Financial Data
Once you become a paying client, the following applies to the data we hold about your engagement:
2.1 What we collect
- Account and contact information — name, email, and login details for your client portal account, where applicable.
- Project data — project details, tasks, milestones, and time-tracking records.
- Financial records — invoices, quotations, payment records, refunds, and account credits.
- Project discussion messages and file attachments — comments and any files (images, PDFs) shared within a project’s discussion threads.
2.2 How long we keep it, and why
Financial records are retained for a minimum of 6 years, even after a project or client relationship ends. This is a legal requirement under Indian Income Tax law (Section 44AA) governing retention of business books of account, not a discretionary choice we can shorten.
Discussion messages and attachments tied to an invoice, quotation, or project milestone are retained for as long as that underlying financial or project record is retained — indefinitely, in practice — since they may serve as supporting documentation for that record, or as evidence if a payment or delivery dispute is ever raised (India’s Limitation Act allows up to 3 years to bring a contract dispute).
General project-chat file attachments — those not tied to any specific invoice, quotation, or milestone — are automatically deleted 6 months after upload. This is a storage-minimisation measure, not a legal requirement: once a general conversation has aged past this point, we no longer have an ongoing purpose for keeping the attached files. The underlying text of the conversation is not deleted by this process — only the attached files, and only on threads with no linked financial/project record.
This automated deletion runs as a daily background process and only ever affects the specific category described above. Deleted files cannot be recovered.
Account and login data is retained while your account remains active. If you’d like your account deactivated, contact us using the details below.
3. Your Rights
Under India’s Digital Personal Data Protection Act, 2023, you may request correction of inaccurate personal data, or request erasure of personal data once the purpose it was collected for has been fulfilled. We will honour such requests to the extent they don’t conflict with a legal retention obligation we’re subject to — for example, we cannot erase financial records still within their mandatory 6-year retention window, even on request.
4. Security
Uploaded files are validated before storage (file type and content checks) and are not directly executable on our servers. Access to project and client data is restricted to your account and the Nexus Orb team members assigned to your project.
5. Changes to This Policy
We may update this policy from time to time; the effective date above reflects the last revision. Material changes will be communicated to active clients.
6. Contact
Questions about this policy, or a data correction/erasure request, can be sent to [email protected].
7. Governing Law
This policy is governed by the laws of India. It is provided for general informational purposes and does not constitute legal advice; for a compliance-certified version of this policy, consult a qualified lawyer.
Nexus Orb, Kolkata, India · [email protected]