Account Inactivity, Dormant Mode & Data Retention Policy

1. Purpose of This Policy

This Account Inactivity, Dormant Mode & Data Retention Policy ("Policy") explains how the Platform manages accounts that remain inactive for a defined period, including movement to Dormant ("Dark Room") mode, data access restrictions, retention, and reactivation.

This Policy helps:

• Maintain platform security
• Optimize system resources
• Prevent misuse and abandoned accounts
• Comply with data protection and operational requirements

2. Definitions

• Account: Any registered user, merchant, or customer account on the Platform
• Inactive Account: An account with no meaningful activity for a defined period
• Dormant / Dark Room Mode: A restricted state where account access and visibility are limited
• Reactivation: Restoration of account access upon user action

3. What Constitutes Inactivity

An account may be considered inactive if none of the following occur during the inactivity period:

• Login to the Platform
• Dashboard access
• Order placement, store activity, or transaction (for merchants)
• Any other meaningful interaction as defined by the Platform

Passive actions such as receiving emails or system notifications do not count as activity.

4. Inactivity Timeframes

The Platform may apply the following stages (exact durations may vary by account type or subscription plan):

5. Dormant ("Dark Room") Mode

When an account enters Dormant Mode:

• Login access may be restricted or limited
• Public visibility (storefront, listings, profile) may be hidden
• Transactions, orders, or new actions may be disabled
• Subscriptions may pause or expire as per applicable terms
• Automated system emails may continue

Dormant Mode does not automatically delete account data.

6. Notifications & User Communication

Before moving an account to Dormant Mode, the Platform may:

• Send reminder emails
• Display dashboard warnings
• Notify via registered contact details

Failure to receive notifications due to outdated contact details remains the user's responsibility.

7. Data Retention During Dormancy

While an account is in Dormant Mode:

• Core account data may be retained securely
• Transaction records may be preserved for legal, audit, or compliance purposes
• Personal data is processed in accordance with the Platform's Privacy Policy
• Data is not sold or misused during dormancy

8. Reactivation of Dormant Accounts

A Dormant account may be reactivated by:

• Logging in and completing verification steps
• Accepting updated terms or policies (if applicable)
• Clearing outstanding dues (if any)
• Selecting an active subscription plan (for merchants)

The Platform reserves the right to:

• Require identity verification
• Decline reactivation in case of policy violations

9. Archival or Deletion of Long-Inactive Accounts

If inactivity continues beyond an extended period:

• The account may be archived or permanently deactivated
• Certain data may be anonymized or deleted
• Regulatory, tax, or legal data may still be retained as required by law

Deletion timelines vary based on:

• Account type
• Legal obligations
• Regulatory requirements

10. Exceptions

Dormant Mode may be applied immediately, without notice, in cases involving:

• Security risks
• Fraud or abuse
• Regulatory or legal directives
• Platform integrity threats

11. Platform Discretion

The Platform reserves the right to:

• Modify inactivity thresholds
• Change Dormant Mode behavior
• Introduce new account states
• Apply different rules for different user categories

Such changes will be effective upon publication.

12. Limitation of Liability

The Platform shall not be liable for:

• Loss of business due to account inactivity
• Data loss resulting from prolonged inactivity
• Missed communications due to outdated contact details

Nothing in this Policy limits statutory rights under applicable law.

13. Governing Documents

This Policy should be read together with:

• Platform Terms of Service
• Privacy Policy
• Subscription & Billing Policies (if applicable)

14. Contact Information

For questions regarding inactive or dormant accounts, contact:

Email: contact@billionbiz.in