READINESSOS

Policy: Data Retention and Deletion Policy

Version: 1.0

Effective Date: 06/06/2026

Last Updated: 06/06/2026

Contact: ReadinessOS@proton.me

1. Document Purpose

This Data Retention and Deletion Policy explains how ReadinessOS retains, archives, exports, anonymizes, and deletes information associated with platform accounts, vessel operations, readiness activities, uploaded documents, and future professional records.

The objective of this policy is to balance operational continuity, user rights, regulatory compliance, security, and historical readiness record preservation.

2. Scope

This policy applies to:

• Vessel accounts
• Captains and designated operators
• Founding Vessel participants
• Closed Beta participants
• Future crew accounts
• Future professional profiles
• Future Readiness Passport records
• Support communications
• Uploaded documents
• Generated reports
• AI-generated recommendations
• Platform logs
• Authentication records

This policy applies to all information processed by ReadinessOS.

3. Definitions

For the purposes of this policy:

Retention means storing information for operational, legal, or historical purposes.

Deletion means permanent removal of information from active systems where reasonably practicable.

Anonymization means removal of identifying information while preserving statistical value.

Archive means secure long-term storage that is no longer actively used by the platform.

Export means a user-requested copy of information maintained by ReadinessOS.

4. Categories of Data Retained

ReadinessOS may retain information including:

• User account information
• Vessel profiles
• Vessel configuration data
• Scenario templates
• Drill execution history
• Observations
• Corrective actions
• Readiness scores
• Competency records
• Future Passport history
• Uploaded documents
• Images and attachments
• Support requests
• Verification records
• Login history
• Audit logs
• Security logs
• Billing records
• Subscription history
• Newsletter consent records
• AI-generated recommendations
• Platform analytics

Retention periods may vary depending on the category of information.

5. Operational Retention

Operational records may be retained while necessary to:

• Operate the platform
• Preserve readiness history
• Support vessel continuity
• Maintain auditability
• Support investigations
• Restore accidental deletions
• Resolve disputes
• Improve future platform functionality

Historical readiness information may remain available for long-term trend analysis unless deleted under applicable procedures.

6. Account Closure

When a vessel account is closed, ReadinessOS may:

• Disable account access
• Preserve historical records
• Archive operational data
• Retain legally required information
• Retain fraud prevention records
• Retain billing records
• Preserve audit logs

Closure of an account does not necessarily result in immediate deletion of all associated information.

7. User Deletion Requests

Where permitted by applicable law, users may request deletion of personal information under their control.

ReadinessOS may verify identity before processing deletion requests.

Deletion requests may be denied or partially fulfilled where retention is necessary for:

• Legal obligations
• Security investigations
• Fraud prevention
• Financial recordkeeping
• Platform integrity
• Active disputes
• Regulatory compliance
• Legitimate operational interests

8. Vessel Operational Records

Operational vessel records may include:

• Drills
• Observations
• Corrective actions
• Readiness analytics
• Risk assessments
• Competency records
• Scenario execution history

These records may be preserved to maintain historical continuity and readiness benchmarking.

Deletion of individual operational records may not always be possible if doing so would compromise data integrity.

9. Uploaded Documents

Uploaded documents may include:

• Vessel certificates
• Plans
• Manuals
• Procedures
• Images
• Technical documentation
• Supporting evidence

Rejected documents may remain temporarily stored for review, audit, fraud prevention, or appeal purposes before permanent deletion.

10. AI-Generated Content

ReadinessOS may retain AI-generated:

• Scenario recommendations
• Readiness suggestions
• Educational summaries
• Operational insights
• Generated reports
• Analytical outputs

AI-generated content may be retained to improve platform performance, maintain historical continuity, and support future feature development.

Where practical, retained AI data may be anonymized.

11. Analytics and Logs

System logs and analytics may include:

• Login history
• Device information
• Browser information
• Session duration
• Feature usage
• Error logs
• Security events
• API requests
• Platform performance metrics

These records help improve platform reliability and security.

12. Backups

ReadinessOS may maintain encrypted backups for disaster recovery purposes.

Deleted information may temporarily remain within backup systems until normal backup rotation cycles expire.

Backup restoration procedures are designed to preserve platform continuity rather than restore deleted user information.

13. Data Export

Where technically feasible, users may request export of information associated with their account, including:

• Vessel profile data
• Drill history
• Corrective actions
• Readiness history
• Uploaded documents
• Future Passport records
• Competency records

Exports may be limited where disclosure would violate privacy, security, or legal obligations.

14. Anonymization

ReadinessOS may anonymize information rather than permanently delete it when anonymized information provides value for:

• Statistical reporting
• Platform improvement
• Research
• Readiness benchmarking
• Product development
• AI model improvement
• Safety analytics

Anonymized information is no longer intended to identify individuals or vessels.

15. Security of Retained Data

ReadinessOS implements reasonable administrative, technical, and organizational safeguards to protect retained information against:

• Unauthorized access
• Loss
• Alteration
• Misuse
• Accidental disclosure
• Unauthorized deletion

No electronic storage system can guarantee absolute security.

16. International Data Storage

Information may be stored or processed in jurisdictions outside a user's country of residence.

ReadinessOS will make reasonable efforts to implement appropriate safeguards consistent with applicable privacy laws.

17. Relationship to Other Policies

This policy should be interpreted together with:

• Terms of Service
• Privacy Policy
• Data Ownership Policy
• Cookie Policy
• Newsletter Policy
• Document Verification Policy
• Appeals and Corrections Policy

Where conflicts exist regarding personal information processing, the Privacy Policy shall govern.

18. Policy Updates

ReadinessOS may revise this policy as legal requirements, technology, or platform functionality evolve.

Updated versions become effective upon publication unless otherwise specified.

19. Revision History

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