Effective date: October 24, 2026.
These terms describe the retention and review approach for information covered by the Fairmount & Charles, Inc. Privacy Policy. We keep personal information for a defined purpose and review it for deletion or de-identification when that purpose ends.
Retention review schedule
- Unconfirmed inquiries: an email-confirmation link expires after 24 hours. Unconfirmed inquiry records are due for a retention review after 30 days. Records without a continuing security, recovery or other documented need should be deleted from active intake storage.
- Closed inquiries without a continuing client relationship: records are due for review 12 months after the inquiry closes. They should be deleted or de-identified unless a documented business, legal or security reason supports continued retention.
- CRM contact records: inactive contacts are due for review after 24 months without a substantive business interaction. We assess whether an ongoing relationship or another documented purpose still requires the record.
- Consent and decision evidence: retain only the evidence needed to explain the related handling, approvals or dispute. Review it with the associated inquiry or business record and reduce identifying details where they are no longer needed.
- Client-engagement, contractual and accounting records: retain these under the applicable engagement terms, legal requirements and documented business-record schedule. Closing an inquiry does not require destruction of records that remain necessary for an engagement, financial record or legal obligation.
- Security and recovery records: review logs and recovery information according to their operational purpose. Retain relevant records longer when needed to investigate an incident, establish what occurred or comply with a legal hold.
What a review date means
The periods above are retention-review triggers, not a claim that every system automatically deletes a record on that date. At review, information should be deleted or de-identified when no continuing purpose applies. Where continued retention is necessary, the reason and next review should be documented. A pending dispute, legal obligation or preservation requirement may suspend deletion of the relevant records.
Deletion, copies and backups
Deletion should address the active systems used for the relevant purpose, including an inquiry record and any related CRM copy where appropriate. Deleting one copy does not by itself establish that every other copy has been deleted. Backup copies may remain until their normal rotation or secure disposal. If recovery restores previously deleted information, the applicable deletion or restriction should be reapplied before ordinary use resumes.
Minimal de-identified operational evidence may be retained after personal details are removed. Information retained for a specific legal or security reason should remain restricted to that purpose.
Dedicated acceptance inquiries
A test inquiry used to verify the website-to-CRM process is an acceptance record, not a marketing lead. Once acceptance and any necessary investigation are complete, its identifying details and any test CRM record should be reviewed promptly for removal. Retained test evidence should be minimized; a test result does not authorize continued promotional use of the submitted information.
Requests and responsibility
For a correction, deletion or retention question, email quentin.kramer@fairmountcharles.com with the subject “Privacy request.” We may verify identity and clarify which records are involved. We will explain any applicable reason for retaining information that cannot be deleted in full.
Fairmount & Charles is responsible for applying these reviews and handling requests across its relevant business systems. Service providers may operate their own restricted backup and security-retention processes. These terms do not replace an applicable legal requirement or a separate engagement agreement.