WRKROOT Data Retention And Deletion Policy
Last updated: May 3, 2026
1. Retention Principles
WRKROOT retains records for as long as reasonably necessary for legitimate business, legal, operational, security, billing, contract, tax, audit, compliance, fraud prevention, dispute, and platform purposes.
WRKROOT may retain records to:
- Provide the website and platform.
- Maintain accounts.
- Support talent, client, admin, recruiter, and engagement workflows.
- Operate marketplace, hiring, interview, credential, assessment, attendance, KPI, time off, holiday, support, notification, contract, and billing functions.
- Enforce agreements and policies.
- Support invoices, taxes, accounting, collections, and payment disputes.
- Detect and prevent fraud, misuse, false credentials, security incidents, account abuse, and unlawful activity.
- Preserve marketplace integrity and client/talent safety.
- Comply with legal, regulatory, healthcare, BAA, tax, accounting, audit, and reporting obligations.
- Defend legal claims and resolve disputes.
- Maintain records needed for operational accountability.
WRKROOT may retain records longer than the standard periods below if necessary or appropriate for legal, compliance, security, fraud prevention, audit, dispute, regulatory, or legitimate business reasons.
2. Retention Schedule
The following schedule provides default retention periods. A shorter or longer period may apply if required by law, contract, legal hold, dispute, security incident, fraud concern, regulatory request, operational need, or WRKROOT business judgment.
| Record Category | Default Retention Period |
|---|---|
| Active account records | While the account is active and up to 7 years after account closure, unless a shorter or longer period applies. |
| Basic account identity/contact records | While the account is active and up to 7 years after account closure, unless needed longer for legal, security, fraud prevention, or compliance. |
| Blocked, blacklisted, rejected, fraudulent, abusive, or terminated account records | Indefinitely or as long as WRKROOT determines necessary for fraud prevention, legal defense, marketplace integrity, security, client/talent safety, or compliance. |
| Contracts, engagement agreements, client agreements, talent agreements, legal notices, contract templates, signed PDFs, signature certificates, signature hashes, and contract audit logs | 7 years after contract, engagement, or account end, or longer if required for dispute, legal hold, enforcement, tax, audit, compliance, or legal defense. |
| Billing records, invoices, payment transactions, payment method metadata, tax/accounting records, line items, chargeback records, collections records, and billing audit logs | 7 years after the relevant tax year, transaction, invoice, account closure, or relationship end, or longer if required. |
| Talent profile records, profile review records, review comments, marketplace records, profile status, featured status, marketplace views, and recommendation records | 7 years after account closure or last engagement, unless deleted sooner at WRKROOT discretion or retained longer for fraud, legal, compliance, marketplace integrity, or client safety. |
| Talent credentials, credential documents, credential review notes, credential statuses, and credential audit logs | 7 years after account closure or last engagement, unless deleted sooner at WRKROOT discretion or retained longer for fraud, legal, compliance, marketplace integrity, or client safety. |
| Assessment assignments, attempts, answers, file uploads, score reports, manual grades, safeguard events, review notes, and assessment audit logs | 7 years after account closure or last engagement, unless deleted sooner at WRKROOT discretion or retained longer for fraud, legal, compliance, marketplace integrity, or client safety. |
| Attendance, schedules, clock events, verification notes, proof uploads, time off, holidays, KPI plans, KPI submissions, proof files, KPI reports, review notes, and related audit records | 7 years after account closure or last engagement, unless deleted sooner at WRKROOT discretion or retained longer for contracts, billing, disputes, legal, compliance, or operational accountability. |
| Client company, hiring request, pipeline, commercial note, interview, recommendation, engagement, and support records | 7 years after account closure or last engagement, unless deleted sooner at WRKROOT discretion or retained longer for contracts, billing, disputes, legal, compliance, client/talent safety, or operational accountability. |
| Support tickets, support messages, attachments, internal notes, preferred contact windows, and support audit events | 7 years after account closure or last engagement, unless deleted sooner at WRKROOT discretion or retained longer for legal, support, dispute, fraud, security, compliance, or operational accountability. |
| Notifications, email delivery logs, provider metadata, templates, campaign records, and communication records | Up to 7 years after account closure or last engagement, or longer where needed for legal notices, contracts, billing, disputes, audit, security, or compliance. |
| Security logs, access logs, IP address, user agent, admin actions, account-status updates, audit events, fraud signals, and abuse records | Up to 7 years or longer where needed for security, fraud prevention, legal defense, compliance, marketplace integrity, or operational accountability. |
| Uploaded files not otherwise listed | Retained according to the record category they support, or up to 7 years after account closure or last engagement unless deleted sooner or retained longer for legal, fraud, security, compliance, or operational reasons. |
| Aggregated, anonymized, or de-identified data | May be retained indefinitely where it no longer reasonably identifies an individual or company and is used for analytics, benchmarking, reporting, product improvement, security, compliance, or business operations. |
| Backups and disaster recovery copies | Deleted or overwritten through normal backup rotation, subject to legal holds and preservation needs. Backup rotation period: to be finalized. |
3. Deletion Requests
Users may request deletion of their account or personal information through:
- Platform settings where deletion tools are available.
- Privacy request workflows where available.
- Email to info@wrkroothr.com.
- Support request to info@wrkroothr.com.
WRKROOT may require verification through email or another communication method before processing a deletion request. WRKROOT may also require proof of authority where a request is submitted on behalf of a company, client, talent, account owner, or another person.
WRKROOT may decline, limit, delay, or partially fulfill deletion requests where permitted or required by law, contract, operational needs, or legitimate business reasons.
4. Records Excluded From Deletion
Deletion does not apply to records WRKROOT must or may retain for:
- Contracts.
- Electronic signatures.
- Signed PDFs.
- Legal notices.
- Billing.
- Invoices.
- Payment transactions.
- Taxes.
- Accounting.
- Audit.
- Security.
- Fraud prevention.
- Client safety.
- Talent safety.
- Marketplace integrity.
- Account abuse prevention.
- False credential prevention.
- Compliance.
- Healthcare, HIPAA, or BAA obligations where applicable.
- Dispute resolution.
- Collections.
- Legal defense.
- Rights enforcement.
- Regulatory requests.
- Law enforcement requests.
- Legitimate business operations.
WRKROOT may retain enough information to prevent a deleted, suspended, blocked, blacklisted, fraudulent, abusive, or terminated user from re-registering, bypassing restrictions, evading payment, evading enforcement, or harming WRKROOT, clients, talent, or third parties.
5. Legal Holds And Preservation
WRKROOT will suspend deletion, destruction, anonymization, or alteration of relevant records where WRKROOT determines preservation is necessary or appropriate for:
- Disputes.
- Investigations.
- Unpaid balances.
- Chargebacks.
- Collections.
- Litigation threats.
- Lawsuits.
- Arbitration.
- Audits.
- Legal holds.
- Regulatory requests.
- Law enforcement requests.
- Fraud concerns.
- Security incidents.
- Contract enforcement.
- Healthcare, HIPAA, BAA, or compliance matters.
- Other legal or business-preservation needs.
Records subject to legal hold may be retained until the hold is released and any additional retention period expires.
6. Backups
Deletion from active systems does not mean immediate deletion from backups, archives, logs, disaster recovery systems, or provider-controlled backup copies.
Backup deletion may occur through normal backup rotation and lifecycle processes. WRKROOT is not required to manually delete individual records from backups if doing so is impractical, unsafe, technically infeasible, legally inappropriate, or inconsistent with backup integrity.
If backup data is restored, WRKROOT may re-delete or restrict previously deleted records where practical and appropriate, unless retention is necessary for legal, security, fraud, compliance, dispute, or business reasons.
WRKROOT may preserve backup data longer where WRKROOT deems retention necessary for legal purposes, disputes, investigations, security incidents, audits, compliance, or platform continuity.
Hosting/storage provider: to be finalized.
7. Anonymization And De-Identification
Instead of deleting records, WRKROOT may anonymize, aggregate, or de-identify data where practical and appropriate.
WRKROOT may use aggregated, anonymized, or de-identified data for:
- Analytics.
- Benchmarking.
- Reporting.
- Product improvement.
- Platform performance.
- Marketplace quality.
- Security.
- Fraud prevention.
- Business operations.
- Research.
- Forecasting.
- Commercial planning.
- Compliance.
WRKROOT may retain aggregated, anonymized, or de-identified data indefinitely where it no longer reasonably identifies an individual or company.
8. Secure Disposal
When WRKROOT determines that records are no longer needed and are not subject to retention obligations, WRKROOT may delete, archive, anonymize, de-identify, overwrite, or otherwise dispose of records using methods appropriate to the record type, system, sensitivity, and available technology.
Disposal timing may depend on infrastructure, provider tools, backup cycles, legal review, operational needs, and technical feasibility.
9. User Responsibilities
Users are responsible for:
- Keeping account information accurate.
- Downloading or saving copies of records they need before requesting deletion where platform tools allow.
- Avoiding upload of unnecessary sensitive information.
- Requesting deletion or correction through authorized channels.
- Providing verification and authority information when requested.
- Understanding that deletion may limit or terminate platform access, marketplace visibility, engagement workflows, billing support, support history, or client/talent relationships.
WRKROOT is not responsible for loss of access to records caused by account deletion, termination, delisting, suspension, or user failure to preserve records.
10. Changes To This Policy
WRKROOT may update this Policy from time to time. The updated version will be indicated by the "Last updated" date above. WRKROOT may provide notice through the website, platform, email, in-app notification, dashboard notice, or another reasonable method.
Your continued access to or use of WRKROOT after an updated Policy becomes effective means you accept the updated Policy.
11. Contact
Retention, deletion, or privacy requests may be sent to:
WRKROOT HR SOLUTIONS LLC, 30 N Gould St Ste N, Sheridan, SHERIDAN COUNTY, WY 82801 USA Privacy: info@wrkroothr.com Support: info@wrkroothr.com Legal: info@wrkroothr.com