Withdrawal & Retention Policy

Withdrawal & Retention Policy

Documenting Gender Apartheid – Voices Archive

Last updated: 28/12/2025

1. Purpose of this policy

This policy explains:

  • how participants can withdraw their contributions from public view,
  • what happens immediately when withdrawal occurs,
  • why some data is retained privately after withdrawal,
  • how retained material is protected and restricted.

This policy forms part of the ethical and archival framework of the Documenting Gender Apartheid – Voices Archive.

2. Right to withdraw from public view

Participation in the archive is voluntary.

You may withdraw your contribution from public view at any time, without giving a reason.

Withdrawal applies to:

  • your public profile,
  • all associated recordings,
  • transcripts, subtitles, and related public content.

3. Immediate effect of withdrawal

When you withdraw from public participation:

  • your content is removed immediately from the public website,
  • it is no longer accessible, searchable, or shared publicly,
  • it is no longer cited, promoted, or reused in public contexts.

Withdrawal can be carried out using the private link provided to you, or by contacting the project directly.

4. What withdrawal does not do

Withdrawal from public view does not automatically result in the deletion of all data.

Instead:

  • withdrawn material is retained privately within the project archive,
  • it is no longer used or referred to publicly in any form.

This distinction is important and is explained below.

5. Private archival retention

After withdrawal, your contribution is held in a closed, non-public archive.

Private retention exists for the following reasons:

  • to preserve a historical record of lived experience,
  • to maintain ethical and editorial accountability,
  • to allow reactivation if you later choose to return,
  • to allow contact if a safety or risk concern is identified.

Withdrawn material is not:

  • published,
  • quoted,
  • shared,
  • licensed to third parties,
  • or used in any public-facing context.

6. Access restrictions

Access to withdrawn material is strictly limited.

  • Only authorised project editors may access retained content.
  • Retained material is not visible to the public, researchers, or partners.
  • Technical and organisational safeguards are in place to prevent unauthorised access.

Private retention does not mean ongoing use.

7. Reactivation of contributions

If you later decide that you would like your contribution to be made public again:

  • you may request reactivation,
  • publication will only resume with your explicit confirmation,
  • visibility and safety options can be reviewed and updated.

Reactivation is optional and entirely under your control.

8. Contact after withdrawal

The project may retain limited contact information after withdrawal.

This is done only in order to:

  • respond to requests you make,
  • contact you if a safety concern arises,
  • allow verification or reactivation if you choose.

We do not use withdrawn contact information for marketing or unrelated communication.

9. Limits of deletion

In some cases, full deletion of all data may not be possible.

This is because:

  • the archive has a responsibility to preserve historical records,
  • retention is permitted under data protection law for archival and public-interest purposes,
  • deletion could undermine ethical accountability or participant safety.

Where deletion is not possible:

  • data is retained privately,
  • access is restricted,
  • public use remains withdrawn permanently unless you request otherwise.

10. Third-party platforms and past publication

If your contribution has previously appeared:

  • in print media, or
  • on third-party digital platforms (such as social media),

we will make reasonable efforts to request removal following withdrawal.

However:

  • we cannot guarantee removal from platforms outside our control,
  • printed material cannot be recalled.

No new third-party publication will take place after withdrawal.

11. Legal and ethical basis

This policy reflects:

  • GDPR provisions for archiving in the public interest and historical research,
  • the right to withdraw consent for public processing,
  • established ethical standards in oral history practice.

Safeguards are applied to balance:

  • participant rights and safety,
  • historical preservation,
  • public interest and accountability.

12. Questions or concerns

If you have questions about withdrawal or retention, or wish to discuss your options, you can contact the project at any time using the details provided on the website.