1) What we retain

We retain information necessary to preserve registry entries as stable, citable, and auditable records.

• Public registry metadata: title, objectives, design, outcomes, status, identifiers, and dates.

• Version history: amendments, timestamps, and reasons for change.

• Administrative logs: system access and operational logs required for security and integrity.

• Attachments (if enabled): protocol documents or supporting materials submitted with the record.

2) Retention principles

Retention balances preservation of the research record with privacy and proportionality.

• Minimum necessary: retain only what supports governance, citation, and audit trails.

• Separation: registry metadata is separated from sensitive operational data.

• Least privilege: restricted administrative access to logs and internal systems.

• Integrity preservation: earlier versions remain accessible to protect provenance.

3) Archiving status

When a record is no longer actively updated, it may be archived while remaining publicly accessible.

• Archived designation: indicates no further routine edits are expected.

• Stable identifiers: remain attached to ensure ongoing citation validity.

• Versioned exports: may be retained to support reproducibility and audit review.

• Backups: maintained in protected environments for disaster recovery and resilience.

4) Deletion and restriction

Deletion of public records is exceptional and limited to defined circumstances.

• Corrections over deletion: factual errors are addressed through versioned updates.

• Withdrawal: reflected as a status change while preserving prior versions.

• Exceptional removal: may occur for unlawful content, privacy violations, or serious safety concerns.

• Tombstone record: minimal notice may remain to indicate removal occurred.

• User account data: may be anonymized or deleted upon lawful request, without compromising public registry integrity.

5) Security and audit logs

Operational logs support monitoring, incident response, and protection against misuse.

• Security logs are retained for a reasonable period to detect and respond to threats.

• Access to logs is restricted and monitored.

• Archived logs may be stored in secure environments with controlled access.

6) Contact and requests

Requests related to retention, archiving, corrections, or exceptional removal are reviewed through governance processes.