Data Retention Policy
This Data Retention Policy summarizes how EGAST may retain website, form, chatbot, analytics, consent, and buyer inquiry records.
Record Management
Data Retention Policy
This Data Retention Policy summarizes how EGAST may retain website, form, chatbot, analytics, consent, and buyer inquiry records.
Last updated: June 2026
Retention principles
EGAST keeps website and buyer inquiry records only for as long as reasonably needed for business follow-up, service quality, export records, legal requirements, security, dispute handling, accounting, or legitimate operational purposes.
Access control
Admin access, exported CSV files, chatbot logs, and buyer inquiry records are limited to authorized EGAST users and protected through controlled access and periodic review.
Deletion and anonymization
When records are no longer required, EGAST deletes, anonymizes, or archives them securely according to the record type, business need, legal obligation, and technical feasibility.
Backups and exports
Backups and CSV exports may temporarily retain records after deletion from the active website records. Exports are stored carefully, shared only with relevant teams, and deleted when no longer needed.
Buyer requests
Buyers may request update or deletion of their contact records by contacting EGAST. Some records may be retained when required for legal, accounting, export, dispute-resolution, or fraud-prevention purposes.
Review schedule
EGAST reviews website records, buyer inquiry exports, chatbot logs, and consent records periodically and before major website updates.
Retention schedule
| Record type | Examples | Retention period | Notes |
|---|---|---|---|
| RFQ and buyer inquiry records | RFQ forms, contact forms, sample requests, meeting requests, catalogue requests. | Up to 36 months from last meaningful interaction. | Longer retention may apply for active buyer relationships, disputes, accounting, or legal obligations. |
| Confirmed commercial records | Orders, contracts, proforma invoices, shipment documents, export records, finance records. | As required by applicable commercial, accounting, tax, export, or legal rules. | These records follow EGAST’s authorized business records policy in addition to this website policy. |
| Chatbot records | Chat questions, answers, buyer inquiry details, contact details voluntarily provided. | Up to 12 months, unless connected to an active buyer record. | Anonymized insights may be kept longer to improve FAQs and support quality. |
| Analytics records | Aggregated page views, traffic source, device category, engagement metrics. | Up to 14 months where GA4 is used. | Analytics depends on visitor consent where required. |
| Cookie consent records | Consent category choices, timestamp, version. | Up to 6 months or until the visitor changes preferences. | Used to respect visitor choices. |
| Security and technical logs | Error logs, security events, form protection logs. | Up to 12 months. | May be kept longer when needed to investigate abuse, fraud, or security incidents. |
Contact EGAST
Privacy and legal questions may be sent through the official EGAST contact channels below.