Data Retention Policy
Effective and last updated: 2026-09-20
This policy describes the operational retention approach for Sterling Aerodrome Manager. Aerodrome operators remain responsible for identifying the retention periods that apply to their own Aerodrome Manual, operations, contracts, insurance, investigations and legal obligations.
1. Active workspaces
Customer operational records are retained while a workspace is active unless the customer deletes an item through an available workflow or asks Sterling to assist with an authorised deletion. Audit and version-history records may be retained where necessary to preserve the integrity of the operational record.
2. Aviation record-keeping
Retention periods vary by record type. The current Part 139 Manual of Standards requires aerodrome serviceability inspection records to be maintained for at least 2 years after creation. It also requires at least 3 years for several other records, including aerodrome reports, technical-inspection program records, annual aerodrome-manual validation records, certain wildlife-training records and aerodrome emergency-plan review, exercise and emergency records. Customers must apply the requirements relevant to their own aerodrome and retain records longer where their Aerodrome Manual, another law, an investigation, insurer or contract requires it.
3. Subscription expiry and closure
Expiry or cancellation does not mean operational records are intentionally erased immediately. Sterling may retain a closed workspace for a reasonable recovery and closure period while account closure, customer requests, billing matters, security investigations, contractual obligations or applicable record-keeping requirements are resolved. Before permanent deletion of a production customer workspace, Sterling will use an authorised closure process rather than treating subscription expiry as an automatic instruction to destroy operational records.
4. Account and support information
Account, support, billing-reference and security information may be retained after service use ends where reasonably required for fraud prevention, security, dispute handling, taxation, accounting, legal claims or other legitimate business and legal purposes. Full payment-card details are handled by Stripe rather than stored in the Sterling application database.
5. Backups
The production PostgreSQL database uses the backup capability provided by the database platform. Uploaded operational evidence and documents are separate storage objects and require an independent object-backup process in addition to database backups. Sterling's production backup design requires a secondary, access-controlled storage destination outside the primary project, automated copy verification and periodic restore testing.
6. Deletion and de-identification
When information is no longer reasonably required, and there is no legal, contractual, safety, investigation or dispute reason to retain it, Sterling will take reasonable steps to delete or de-identify personal information. Deletion from primary systems and expiry from backups can occur at different times because backup copies are managed on a rolling recovery schedule.
7. Customer requests
For an authorised request concerning retention, closure, access, correction or deletion, contact admin@sterlingaviationservices.com.au. We may need to verify the requester's identity and authority for the relevant organisation before acting.