Data Retention Policy

Effective Date: July 5, 2025

This Data Retention Policy explains how Eqitas retains, manages, and securely disposes of personal information collected or processed in connection with our services.

Eqitas retains personal information only for as long as reasonably necessary to fulfill legal, contractual, regulatory, operational, and court-ordered obligations.

Eqitas follows the principle that personal information should not be retained longer than necessary for the purposes for which it was collected.

Retention periods are determined based on:

• Applicable privacy and other legal requirements.
• Court orders and legal proceedings.
• Contractual obligations with clients and service providers.
• Regulatory requirements.
• Operational and business requirements.
• The nature and sensitivity of the information.

Depending on the services provided, Eqitas may retain:

• Claim information and supporting documentation.
• Communications relating to claims or services.
• Records required to administer settlements.
• Payment and transaction records.
• Business and administrative records.
• Technical and security records.
• Records required to demonstrate compliance with legal obligations.

Records relating to class actions, settlements, and claims administration may be retained for periods necessary to:

• Complete claims administration activities.
• Respond to claimant inquiries.
• Resolve disputes.
• Meet court-approved requirements.
• Maintain evidence of proper administration.
• Comply with legal or contractual obligations.

Eqitas uses appropriate administrative, technical, and physical safeguards to protect retained information.

Security measures may include:

• Access controls.
• Encryption and secure transmission methods.
• Secure hosting environments.
• Authentication controls.
• Monitoring and logging.
• Confidentiality obligations for personnel and service providers.

When personal information is no longer required, Eqitas securely destroys, deletes, or anonymizes the information in accordance with applicable laws and industry practices.

Disposal methods may include:

• Secure deletion of electronic records.
• Permanent anonymization of information where appropriate.
• Secure destruction of physical documents.

Where information is required for litigation, investigations, audits, regulatory matters, or legal proceedings, Eqitas may suspend normal retention and destruction procedures until the matter has been resolved.

Eqitas may use trusted third-party service providers for hosting, storage, security, payment processing, and other business functions.

Service providers are required to maintain appropriate safeguards and retain information only as necessary to provide their services or comply with legal obligations.

Eqitas periodically reviews its data retention practices to ensure they remain appropriate, secure, and compliant with applicable privacy legislation.

If you have questions regarding this Data Retention Policy or how Eqitas manages personal information, please contact our Privacy Officer.

Email: [email protected]