Data Retention Policy
Last Updated: 20 October 2025
This Data Retention Policy explains how The Groove Man (“we,” “us,” “our”) manages the storage, use, and deletion of personal information collected through our website https://thegrooveman.com (the “Site”). It should be read together with our Privacy Policy and Cookies Policy.
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, to comply with legal obligations, resolve disputes, and enforce our agreements.
1. Scope
This policy applies to all personal information collected through our website, social media, marketing systems, and Shopify platform, including:
- Contact details (name, email, phone number, address)
- Transaction records and payment history
- Account and login details
- Communication and support correspondence
- Analytical and cookie data
2. Retention Periods
We keep data only as long as it is relevant to the purpose for which it was collected. After these periods, personal data is deleted, anonymised, or archived securely.
| Data Category | Retention Period | Purpose / Notes |
|---|---|---|
| Customer Account Data | Active + 5 years | Maintain purchase history, support requests, warranty validation |
| Order & Transaction Records | 7 years | Required under Australian taxation and accounting laws |
| Payment Data | Retained by payment processor only | We do not store full credit card details |
| Email & Marketing Preferences | Until unsubscribed or 2 years after last interaction | Customer engagement and marketing compliance |
| Customer Support Correspondence | 3 years | Quality assurance and dispute resolution |
| Analytical / Tracking Data | Up to 26 months | Google Analytics standard retention |
| Job Applications / Supplier Records | 12 months | Recruitment and supplier reviews |
3. Data Storage and Security
All data is stored securely within Shopify or trusted third-party services, using encryption and restricted access. Data may be hosted overseas but always under privacy frameworks consistent with Australian Privacy Principles and GDPR.
4. Data Deletion and Anonymisation
After the retention period expires, data is permanently deleted or anonymised. Shopify and connected apps automatically remove expired session and inactive account data during regular maintenance.
5. Data Access and Deletion Requests
You may request access to or deletion of your personal data at any time. To do so, please contact us using the details below.
6. Legal Obligations
We may retain information where required by taxation, accounting, consumer protection, or fraud prevention laws. Such data is held securely and only for as long as necessary to satisfy these obligations.
7. Changes to This Policy
We may update this policy to reflect changes in law, technology, or business practice. Updates will appear on this page with a new “Last Updated” date.
8. Contact Us
The Groove Man
23 Arthur Terrace, Red Hill, QLD 4059, Australia
Email: info@thegrooveman.com
Phone: 0468 474 556
ABN: 36 672 060 259