As a authorized operator in Italy, we obtain and manage personal and transactional data under stringent legal obligations https://it-richroyal.it/legal-and-affiliates/. This policy outlines exactly how long we keep different categories of information, the legal reasons behind those periods, and the security measures that shield your data at every stage. We regularly balance our duty to retain records for fraud prevention and financial audits with the privacy rights you possess under Italian data protection law and the GDPR. Our schedules receive regular reviews so we stay fully compliant.
Policy Updates and User Notification
We assess this Data Retention Policy every six months and whenever a major legal change hits Italian gambling operations. Minor clarifications go up silently with a revised effective date. Material changes that alter retention periods, include new data categories or shift the legal basis for processing are communicated directly to you by email at least thirty days before they come into force. You’ll also notice an in‑platform banner notification when you log in during the notice period. Historical versions are stored and available on request, each with a version number and a validity date range. If an earlier version offered a shorter retention period for certain data, we stick to that promise for data collected under that version and apply new terms only going forward.
Legal Grounds for Information Storage
Our data management policy relies on several regulatory requirements that govern gambling operators operating in the Italian market. Anti‑money laundering regulations from the Italian Financial Intelligence Unit require us to keep transaction records, identity verification documents and suspicious activity reports for a set period after the business relationship ends. Meanwhile, tax rules enforced by the Agenzia delle Entrate demand we preserve financial records that support taxable gaming revenue and player winnings. These obligations override any general right to erasure during the mandatory period. For operational data that doesn’t fall under a fixed legal window, we base our approach on legitimate interest assessments where a valid reason exists, and we offer an opt‑out unless a compelling legal obligation prevents it.
Consent‑Based Retention
Marketing preferences, newsletter sign‑ups and the behavioural analytics utilised for personalised offers are kept only with your explicit consent. You can withdraw consent anytime through your account dashboard; once you do, we stop that processing immediately and delete the connected profiles within thirty days. Data processed lawfully before withdrawal is separated from active systems to block further use, but it is not removed retroactively. Consent records themselves are kept for six years as proof of compliance. We do not use this data for anything beyond the activity you agreed to.
Information Protection Throughout Storage
Retained data is protected with AES‑256 encryption at rest, TLS 1.3 protocols in transit and isolated virtual private clouds. Access requires multi‑factor authentication plus just‑in‑time privilege elevation that expires on its own. Every access event is written into an immutable audit trail. We run quarterly penetration tests through CREST‑certified firms and continuous vulnerability scans to maintain our storage tight. Backups are encrypted and spread across Italian data centres, with strict controls that block accidental restoration of data past its deletion date. A dedicated lifecycle dashboard marks every dataset as it nears expiration.
Access Governance and Staff Training
Only employees whose roles demonstrably require access to retained personal data get permissions, and those permissions go through monthly recertification audits. Any access to dormant user records prompts a managerial review within one business day. Every staff member who handles personal data completes mandatory annual training on Italian data protection law and our internal retention policies, including hands‑on exercises on spotting valid erasure requests and telling the difference between data we must keep under a legal hold and data we can delete straight away.
Data Categories and Storage Durations
We sort all user data into well-defined categories, each tied to a retention schedule that corresponds to its function and legal context. That structured approach stops us from retaining things forever. Every year our Data Protection Officer reviews these groupings and updates the timelines whenever new guidance comes from the Garante per la protezione dei dati personali. Below you’ll view how long each data type stays in our live systems before being securely anonymized or deleted. Archived backups follow a ninety‑day cycle because of technical constraints.
Identity and Monetary Records
Identity documents you upload during Know Your Customer checks, like passport scans, utility bills and tax ID numbers, stay on file for ten years after you terminate your account, as anti‑money laundering law mandates. Deposit and withdrawal logs, payment method tokens and wallet balance histories are retained for ten years from the date of each transaction, fulfilling both AML requirements and Italian Civil Code limitation periods. We keep these records in encrypted, access‑restricted vaults and tamper‑proof ledgers. Once the retention deadline elapses, we strip away all personal identifiers permanently; statistical trends may still be applied but never in a way that traces to any individual.
Account Actions and Help Desk Messages
Detailed logs of game sessions, bets placed, outcomes and session lengths are kept for five years after each gaming event, matching the statute of limitations for civil disputes. Customer service transcripts, email threads and call recordings stay for three years from your last interaction, covering the typical complaint‑handling window. After those periods, raw logs and case attachments get permanently deleted. Aggregated, anonymised datasets can be kept indefinitely for product improvement and service quality analysis. All of this data lives in case management systems with role‑based access restrictions.
Responsible Gambling and Self‑Exclusion Data
Upon activating self‑exclusion, your identity data must be stored permanently in a locked‑down register to stop you from opening new accounts, a measure Italian gambling regulations explicitly permit. Other safer‑gambling markers, like expired voluntary deposit limits, are deleted two years after the limit lifts. We never use self‑exclusion register data for anything other than enforcing the exclusion. The register is completely walled off from marketing and operational systems, so it serves only its protective purpose.
International Data Transfers and Storage Periods
Our main systems is located within Italy and the broader European Economic Area. Some secondary services, like fraud detection platforms and customer relationship tools, may send some personal data to countries external to the EEA. In those cases, we make sure an adequacy decision exists or we put Standard Contractual Clauses in place together with a transfer impact assessment. The retention periods we use to transferred data reflect those in this policy, and processors are contractually bound to erase or return data when the service ends. We maintain a public register of sub‑processors, updated within fourteen days of any change, and we prefer vendors with Italian data centres. Geo‑fencing rules keep Italian user data inside European boundaries, verified through yearly audits.
Affiliate Programme Data Retention
Affiliate partnership data, including communication data, payment details and commission payment history, remains for the entirety of the current agreement plus 10 years after the contract ends. That stems from tax duties on commission transactions, which necessitate long‑term financial records. Affiliate performance statistics and aggregated referred‑player statistics get anonymised after half a decade. We firmly disallow affiliates from separately gathering or keeping private data about referred customers; they receive only anonymized, combined summaries. Our affiliate agreements include review rights to check adherence, and any violation is cause for instant agreement cancellation and commission forfeiture.
Data Removal Procedures
When a data class hits the end of its planned retention period, our self-running lifecycle mechanism kicks off a safe removal process. First, the data gets digitally detached from production databases. Next, physical storage blocks are overwritten with random data patterns to prevent forensic recovery. Finally, a cryptographically timestamped entry lands in a audit trail, giving verifiable evidence that purging happened on time. Backup copies rotate every ninety days, so any deleted data is removed from all media within three months. When a litigation hold applies, we pause the deletion workflow only for the affected records, record the hold reason, and continue once the hold lifts.
Data Subject Rights and Retention Handling
When you file an erasure request, our system automatically reviews each data category against its retention schedule. All data past its mandatory window is erased without delay. For data still governed by a legal retention obligation, we restrict it right away so it’s removed from active use and stored only for compliance storage; we advise you which specific law applies and the date deletion becomes possible. Access requests are answered within thirty days and provide a breakdown of what we store, why, and the scheduled deletion date. If you dispute accuracy, we append a note instead of modifying the original record, so the audit trail remains intact. Portability requests are honoured in a structured, machine‑readable format even while data is still in its retention window.
Frequently Asked Questions
Can I request deletion of my data before the retention period ends?
Yes, you can file an erasure request any time. We immediately check each data category against its legal retention obligation. If there’s no legal hold, we delete it fast. For any data we are required to retain, we limit it to storage‑only, inform you of the legal reason preventing immediate removal, and provide the anticipated deletion date. Additionally, you can see all your data categories along with their planned deletion dates via your account dashboard. This partial method honors your rights to the extent permitted by Italian regulations.
What occurs with my data when I opt for permanent self‑exclusion?
When you register for permanent self‑exclusion, your identity data moves to a dedicated exclusion register that stays live indefinitely with tightly controlled access. It is a legal obligation intended to block you from establishing new accounts. Conversely, your gameplay and transaction records continue to adhere to the usual retention timelines and are erased when those durations expire. The self‑exclusion entry is isolated from all marketing and operational systems, thus it fulfills solely the protective purpose for which it was gathered. You will not receive any promotional messages.
How do you handle data belonging to inactive accounts?
An account is deemed inactive following twelve consecutive months without a login. At that point, we automatically switch off marketing communications and move the account to a dormant state with reduced processing. The underlying retention periods remain active according to the original data collection dates, not the date of inactivity. Consequently, data from an inactive account is kept for the entire statutory duration applicable to its type and then removed in line with our usual processes. If you come back after a long break, you might need to complete a fresh Know Your Customer check to reactivate. Your data dashboard shows the current status at all times.