Our Data Retention Policy

This policy explains how long we retain data, and why. We only keep personal data for as long as is necessary for the purposes for which it is held, including to fulfil our contractual obligations to you, to provide ongoing support for the licences we have issued, to prevent abuse of our services, and to comply with our legal and accounting obligations. For "cloud-hosted" customers, this policy operates alongside our Data Processing Agreement.

1. "Cloud-Hosted" Customers

1.1 We take daily backups of our active hosted customer's MIDAS databases, which are then stored in two geographically separate locations for a period of six months. After six months, these off-site backups are automatically deleted from our systems. This process does not affect the data within our cloud-hosted customer's live MIDAS systems.

1.2 Inactive customer's databases (customers whose MIDAS subscriptions have elapsed) will persist (but be inaccessible to the customer) for a period of six months after the date that their subscription expired. If the customer renews their elapsed subscription within this period, full access to their MIDAS booking system will be restored without loss of data.

1.3 Inactive customers (customers whose MIDAS subscriptions have elapsed) can request removal of their MIDAS database(s) from our live servers earlier than the period outlined in 1.2. Such removal requests will typically be processed within two working days.

1.4 Customers who explicitly cancel their active MIDAS subscription in writing (as opposed to allowing it to elapse with no prior contact with ourselves) will have their MIDAS database(s) removed from our live servers typically within two working days.

1.5 Customers who explicitly inform us that they will not be renewing their MIDAS subscription at their next due renewal date (as opposed to allowing it to elapse with no prior contact with ourselves) will have their MIDAS database(s) removed from our live servers within one month after their next subscription due date.

1.6 In all of the cases described in 1.2 to 1.5 above, any off-site backups made prior to the removal of a database from our live servers will continue to persist for a period in accordance with 1.1.

1.7 Customers with active MIDAS subscriptions may export data held in their hosted MIDAS system at any time via MIDAS Admin Options → Import / Export → Export. Customers cannot export data in this way from cloud-hosted MIDAS systems which have been suspended or which have expired.

2. Users of our public "online demo"

2.1 Any data entered into our public "online demo" persists until it is modified or removed by another demo user or administrator, or until the demo database is reset. We reset the public demo periodically, but on no fixed or guaranteed schedule, and you should therefore not rely on data being removed within any particular timeframe. You should not enter any genuine personal data into the public online demo.

3. Users of private "trials"

3.1 We are able to offer private, fully-functional trials of MIDAS to prospective customers. These trials are hosted on our servers, and usually offered for a continuous period of 30 days. A limited number of trial "slots" are available at any one time. Once a trial has expired, data will persist in the associated MIDAS database until it is automatically "wiped" when another prospective customer's trial is provisioned over the same trial "slot".

3.2 We keep a record of all private "trials" of MIDAS undertaken. We retain this for as long as is necessary to prevent abuse of our free trials and to assist us in providing customer support.

4. Customer and Licence Records

4.1 We retain records of our customers and the licences we have issued for as long as is necessary to support the relationship and the licence in question. In the case of perpetual "self-hosted" licences, this relationship is ongoing and has no fixed end date: a customer may, for example, return to us after a period of several years to upgrade their system or to purchase support against their existing licence. We therefore retain the records necessary to identify and service such licences (including the unique MIDAS ID, the licensed entitlements, and the version history) for the lifetime of the licence. [Why do we keep these records?]

4.2 We retain records relating to payments and transactions (such as amounts paid, billing currency, and the method of payment) for a minimum of six years, in order to meet our legal, tax, and accounting obligations, after which they are reviewed.

4.3 Where we correspond with you in connection with an active or past customer or licence relationship (for example by email, or via our website's Live Chat feature), we retain that correspondence for as long as is necessary in connection with that relationship. Correspondence relating to a sales enquiry that does not result in a purchase is reviewed and removed after three years.

4.4 Online payments via our website are handled by 3rd party payment processing providers, Stripe or PayPal. Customer's sensitive financial transaction payment details (such as Credit Card numbers) do not pass directly through our servers, are not stored on our servers, and are not disclosed in full to us by the respective payment processing providers. Please refer to the respective 3rd party's policies for how they process, store, and retain your data.

4.5 Customer information is never sold on to 3rd parties.

4.6 You may request a copy of the information we currently hold on you at any time by submitting a Subject Access Request.

5. Mailing List

5.1 We maintain an opt-in mailing list, in accordance with our privacy policy. If you are subscribed to this occasional mailing list, you will remain subscribed until you choose to unsubscribe. You may unsubscribe via the links at the bottom of any email you receive from us, or at any time via our website.

6. Governing Law

6.1 This policy is governed by the law of England and Wales, and is subject to the exclusive jurisdiction of the courts of England and Wales.