Effective Date
This Records Retention Policy (“Policy”) describes the standards, procedures, responsibilities, and practices governing the collection, retention, storage, protection, archiving, and disposal of records maintained by Chekpros.com (“Chekpros,” “Company,” “we,” “our,” or “us”), including all related products, services, applications, software, APIs, marketplace functionalities, and business operations (collectively, the “Services”).
This Policy applies to all users of Chekpros.com, including freelancers, employers, businesses, agencies, enterprise customers, vendors, consultants, contractors, partners, and any third party interacting with the Platform (collectively, “Users,” “you,” or “your”).
By accessing or using Chekpros.com, users acknowledge that they have read, understood, and agreed to this Policy together with the Terms and Conditions, Privacy Policy, Data Processing Agreement, Security Policy, Information Security Policy, and all other policies maintained by Chekpros.
- Purpose
The purpose of this Policy is to establish consistent standards for the creation, management, retention, storage, protection, archival, and secure disposal of records maintained by Chekpros.
This Policy is intended to:
- Protect business records.
- Maintain operational efficiency.
- Support legal and regulatory compliance.
- Promote transparency and accountability.
- Protect user information.
- Preserve evidence relating to transactions and disputes.
- Reduce unnecessary data retention.
- Support cybersecurity and fraud prevention.
- Ensure business continuity.
- Scope
This Policy applies to all records created, received, collected, stored, processed, or maintained by Chekpros in connection with its operations.
Records may exist in various formats including:
- Electronic records.
- Digital files.
- Databases.
- Emails.
- Images.
- Audio recordings.
- Video recordings.
- Documents.
- Logs.
- Backups.
- Cloud storage.
- Internal communications.
This Policy applies regardless of the storage medium or geographic location.
- What Constitutes A Record
For the purposes of this Policy, a record includes any information created, received, stored, or maintained during the operation of the Platform.
Examples include:
- User account information.
- Identity verification records.
- Payment records.
- Project agreements.
- Service contracts.
- Messages.
- Transaction histories.
- Invoices.
- Receipts.
- Subscription information.
- Customer support communications.
- Security logs.
- Audit logs.
- Technical logs.
- Fraud investigations.
- Dispute records.
- Compliance documentation.
- Internal operational documents.
- Record Retention Principles
Chekpros seeks to retain records only for legitimate business purposes, including:
- Providing Services.
- Protecting users.
- Resolving disputes.
- Preventing fraud.
- Maintaining security.
- Meeting legal obligations.
- Supporting financial reporting.
- Conducting audits.
- Improving platform performance.
Records shall not be retained longer than reasonably necessary unless required by applicable law or legitimate operational needs.
- Types of Records
Chekpros may retain records including, but not limited to:
User Records
- Registration information.
- Login history.
- Profile information.
- Account settings.
- Verification status.
Marketplace Records
- Project postings.
- Job applications.
- Proposals.
- Contracts.
- Milestones.
- Deliverables.
Financial Records
- Payments.
- Refunds.
- Commissions.
- Subscription purchases.
- Escrow activities.
- Billing records.
- Invoices.
Communication Records
- Messages.
- Customer support conversations.
- Notifications.
- Complaint records.
- Feedback.
Technical Records
- Server logs.
- Security logs.
- Error logs.
- Device information.
- Browser information.
- IP address records.
- Authentication records.
Compliance Records
- KYC documentation.
- Fraud investigations.
- Sanctions reviews.
- Security assessments.
- Audit reports.
- Retention Periods
Retention periods depend upon the nature of the information and applicable legal, contractual, operational, and regulatory requirements.
Examples of retention considerations include:
- Active user accounts.
- Closed accounts.
- Financial records.
- Security investigations.
- Legal disputes.
- Tax obligations.
- Fraud prevention.
- Compliance requirements.
Chekpros reserves the right to determine appropriate retention periods based on legitimate business needs and applicable laws.
- Account Closure
Closing an account does not automatically result in immediate deletion of associated records.
Certain records may continue to be retained for purposes including:
- Compliance with applicable laws.
- Fraud prevention.
- Financial reporting.
- Audit requirements.
- Dispute resolution.
- Security investigations.
- Enforcement of contractual rights.
After applicable retention periods expire, records may be securely deleted or anonymized where appropriate.
- Legal Holds
Where reasonably necessary, Chekpros may suspend the routine deletion of records when they are relevant to:
- Pending litigation.
- Government investigations.
- Regulatory inquiries.
- Arbitration proceedings.
- Internal investigations.
- Fraud investigations.
- Security incidents.
Records subject to a legal hold shall be retained until the hold is lifted.
- Security of Records
Chekpros implements reasonable administrative, technical, and organizational safeguards intended to protect records against:
- Unauthorized access.
- Unauthorized disclosure.
- Loss.
- Theft.
- Destruction.
- Alteration.
- Corruption.
Security measures may include:
- Access controls.
- Encryption.
- Authentication systems.
- Monitoring.
- Audit logging.
- Backup procedures.
- Secure infrastructure.
No security system can guarantee absolute protection.
- Access To Records
Access to records is limited to authorized personnel and service providers who require such access for legitimate business purposes.
Access may be granted for:
- Customer support.
- Security investigations.
- Legal compliance.
- Financial operations.
- Platform administration.
- Technical maintenance.
Unauthorized access is strictly prohibited.
- User Requests
Where permitted by applicable law, users may request:
- Access to certain personal information.
- Correction of inaccurate information.
- Deletion of eligible information.
- Copies of personal data.
- Information regarding applicable retention practices.
Certain requests may be denied where records must be retained for legal, contractual, security, or operational purposes.
- Backups and Archives
Chekpros may maintain backup and archival systems intended to:
- Protect against data loss.
- Support disaster recovery.
- Preserve operational continuity.
- Restore information following technical failures.
Backup copies may remain in secure storage for limited periods after records are deleted from active systems.
- Record Disposal
When records are no longer required, Chekpros may securely dispose of them through methods including:
- Permanent deletion.
- Secure erasure.
- Data anonymization.
- Secure destruction of physical media.
Disposal procedures are intended to reduce the risk of unauthorized recovery.
- User Responsibilities
Users are responsible for:
- Maintaining accurate information.
- Retaining copies of important contracts and deliverables.
- Downloading invoices or receipts they wish to keep.
- Keeping independent backups of valuable work.
- Updating account information when necessary.
Users should not rely solely on Chekpros as their permanent record repository.
- Third-Party Service Providers
Chekpros may utilize trusted third-party providers for:
- Cloud hosting.
- Payment processing.
- Email delivery.
- Customer support.
- Security monitoring.
- Data storage.
- Infrastructure management.
These providers may retain records in accordance with their contractual obligations and applicable laws.
- Audits
Chekpros may periodically conduct internal or external reviews relating to:
- Record management.
- Information security.
- Compliance.
- Financial reporting.
- Operational integrity.
Audit records may themselves be retained for appropriate periods.
- Fraud Prevention
Records may be retained for fraud prevention purposes, including:
- Suspicious transaction reviews.
- Account abuse investigations.
- Identity verification.
- Security monitoring.
- Enforcement of platform policies.
Fraud-related records may be retained longer where reasonably necessary.
- Confidentiality
All records maintained by Chekpros shall be treated as confidential unless disclosure is:
- Authorized by the user.
- Required by law.
- Necessary to provide Services.
- Required to protect legal rights.
- Permitted under the Privacy Policy or applicable agreements.
- Policy Modifications
Chekpros reserves the right to amend this Policy to reflect:
- Legal developments.
- Regulatory changes.
- Technological advancements.
- Business growth.
- Operational improvements.
- Security requirements.
Updated versions become effective upon publication unless otherwise required by law.
Continued use of the Platform constitutes acceptance of the revised Policy.
- Limitation of Liability
To the fullest extent permitted by law, Chekpros shall not be liable for:
- Data loss caused by events beyond its reasonable control.
- Third-party service interruptions.
- User failure to retain independent copies of records.
- Delays arising from legal retention obligations.
- Technical failures affecting archived information.
Nothing in this Policy limits rights or remedies available under applicable law.
- Governing Law
This Policy shall be governed by and interpreted in accordance with the laws of the Federal Republic of Nigeria and any other applicable laws and regulations governing Chekpros’ operations.
- Contact Information
Questions regarding record retention, deletion requests, data preservation, or compliance with this Policy may be submitted through the official support channels available on Chekpros.com.
- Acknowledgment
By accessing or using Chekpros.com, users acknowledge that records generated through their use of the Platform may be collected, retained, archived, and securely disposed of in accordance with this Policy, applicable laws, and legitimate business requirements.
Users further acknowledge that Chekpros maintains records to protect users, support marketplace operations, comply with legal obligations, enhance security, resolve disputes, and preserve the integrity of the Platform.
Chekpros is committed to responsible record management practices that balance operational efficiency, legal compliance, privacy, and information security while fostering a trustworthy and professional global marketplace.