How CaseTrace approaches data retention, updates, and removal.

This Data Retention Policy explains how CaseTrace approaches the storage, retention, correction, archiving, and removal of information connected to missing-person cases.

The goal is to support responsible public awareness while limiting unnecessary exposure of sensitive information.

Public case information may include a missing person’s name, age, city, state, last-seen details, summary, image, source link, case ID, status, and flyer information.

Public case information may remain visible while a case is active, publicly available from an official source, or approved for awareness purposes.

If public information becomes inaccurate, outdated, resolved, unsafe to display, or inappropriate for continued publication, CaseTrace may update, archive, unpublish, or remove it.

Submitted tips may include location details, notes, possible sightings, contact information, photo URLs, or other case-related information provided by a user.

Tips submitted through CaseTrace are intended for authorized review only. They should not be displayed publicly on case pages or public feeds.

CaseTrace may retain submitted tips as needed to support review, follow-up, routing, safety, abuse prevention, agency workflows, troubleshooting, and accountability.

Reporter contact information is optional unless a specific form states otherwise. It may include a name, phone number, email address, or other contact details provided by the submitter.

Reporter contact information should not be displayed publicly. Contact information is intended to support follow-up, review, verification, or routing of submitted information.

CaseTrace may remove, anonymize, or limit access to optional contact details when they are no longer needed or when a valid removal request is approved.

Agencies, family representatives, verified sources, or affected parties may request corrections, updates, or removal of information.

CaseTrace may retain correction and removal request records to document what was requested, who requested it, what action was taken, and when the review occurred.

This helps maintain accountability and prevents repeated or conflicting changes to sensitive case information.

Agency access records may include agency access requests, requester names, official emails, agency names, approval statuses, roles, reviewer notes, access changes, or suspensions.

CaseTrace may retain agency access records while an agency relationship is active and for a reasonable period afterward for security, accountability, abuse prevention, and operational integrity.

Audit and security logs may include login events, case edits, tip review activity, status changes, agency approvals, role changes, export activity, correction requests, deletion requests, and administrative actions.

CaseTrace may retain audit and security logs to support security monitoring, abuse prevention, troubleshooting, accountability, and operational integrity.

When a case is resolved, inactive, no longer publicly available from an official source, or no longer appropriate for public display, CaseTrace may update the status, limit visibility, archive the case, redirect users to an official source, or remove the public page.

CaseTrace does not treat case information as permanently public by default. Verified agency, family representative, or official source requests may be considered when deciding whether to update, archive, unpublish, or remove information.

Depending on the request and the type of data involved, CaseTrace may delete information, anonymize information, limit visibility, restrict access, archive records, or keep limited records for accountability.

Some records may be retained when needed for security, abuse prevention, operational integrity, legal compliance, troubleshooting, or accountability.

CaseTrace may link to public third-party sources, such as official agency pages or NamUs listings. CaseTrace does not control third-party websites, public records, screenshots, reposts, social media shares, or content copied outside the platform.

Removing or changing information on CaseTrace may not remove copies that already exist elsewhere.

CaseTrace is developing more specific retention practices as the platform matures. Future updates may define clearer retention periods for submitted tips, agency records, correction requests, audit logs, resolved cases, and archived content.

Until specific retention periods are finalized, CaseTrace may retain records as needed to operate the platform, support safety, respond to requests, prevent abuse, and maintain accountability.

To request a correction, removal, or review of information, contact CaseTrace with the case name, case link, requested action, your relationship to the case, and any official source or verification available.