RECORDKEEPING & DOCUMENT RETENTION POLICY
EFFECTIVE DATE: DECEMBER 2025
LAST UPDATED: DECEMBER 2025
THIS RECORDKEEPING & DOCUMENT RETENTION POLICY IS EXPRESSLY INCORPORATED INTO AND GOVERNED BY THE HERPTIVARIUS, LLC TERMS & CONDITIONS AND IS STRICTLY SUBORDINATE THERETO, THIS POLICY ESTABLISHES MANDATORY STANDARDS FOR THE CREATION, STORAGE, RETENTION, ACCESS, PRESERVATION, AND DISPOSITION OF BUSINESS RECORDS, NO PROVISION OF THIS POLICY CREATES ANY INDEPENDENT RIGHT, WARRANTY, OR REMEDY OUTSIDE THE SOLE AUTHORITY OF THE TERMS & CONDITIONS MASTER AGREEMENT.
1. SCOPE OF RECORDS
THIS POLICY APPLIES TO ALL BUSINESS RECORDS INCLUDING BUT NOT LIMITED TO CUSTOMER ORDERS, TRANSACTION RECORDS, PAYMENT PROCESSOR REPORTS, SHIPPING DOCUMENTS, CARRIER CONFIRMATIONS, LIVE ANIMAL SALES RECORDS, HEALTH AND BIOSECURITY LOGS, BREEDING RECORDS, REGULATORY FILINGS, PERMITS, INCIDENT REPORTS, SAFETY RECORDS, EMPLOYMENT AND PAYROLL FILES, TAX RECORDS, SURVEILLANCE FOOTAGE, ELECTRONIC COMMUNICATIONS, SYSTEM LOGS, METADATA, AND ANY OTHER DATA CREATED OR MAINTAINED IN THE COURSE OF BUSINESS.
2. FORMATS AND MEDIA
RECORDS MAY EXIST IN PHYSICAL, ELECTRONIC, DIGITAL, CLOUD-BASED, VIDEO, AUDIO, OR HYBRID FORMAT, ALL RECORDS SHALL BE CONSIDERED OFFICIAL BUSINESS RECORDS REGARDLESS OF MEDIUM, UNAUTHORIZED DESTRUCTION, ALTERATION, BACKDATING, OR FABRICATION OF RECORDS IS STRICTLY PROHIBITED.
3. RETENTION STANDARDS
RECORDS SHALL BE RETAINED FOR PERIODS CONSISTENT WITH APPLICABLE FEDERAL, STATE, COUNTY, AND MUNICIPAL LAW, TAX AND ACCOUNTING REQUIREMENTS, REGULATORY OBLIGATIONS, INSURANCE REQUIREMENTS, AND OPERATIONAL NECESSITY, WHERE MULTIPLE RETENTION REQUIREMENTS APPLY THE LONGEST RETENTION PERIOD SHALL CONTROL.
4. REGULATORY AND LEGAL HOLDS
IN THE EVENT OF LITIGATION, AUDIT, INVESTIGATION, INSURANCE CLAIM, REGULATORY INQUIRY, OR REASONABLY ANTICIPATED DISPUTE, ALL POTENTIALLY RELEVANT RECORDS SHALL BE IMMEDIATELY PLACED UNDER LEGAL HOLD, SUSPENSION OF ROUTINE DESTRUCTION SHALL BE MANDATORY UNTIL RELEASED IN WRITING BY AUTHORIZED LEGAL AUTHORITY, ANY DESTRUCTION OF RECORDS UNDER LEGAL HOLD MAY CONSTITUTE SPOLIATION.
5. ACCESS CONTROL AND CONFIDENTIALITY
ACCESS TO BUSINESS RECORDS IS STRICTLY LIMITED TO AUTHORIZED PERSONNEL WITH A VERIFIED OPERATIONAL OR LEGAL NEED, UNAUTHORIZED ACCESS, COPYING, DISCLOSURE, EXPORT, OR DISTRIBUTION OF RECORDS IS STRICTLY PROHIBITED AND MAY CONSTITUTE A MATERIAL SECURITY AND PRIVACY VIOLATION.
6. DATA INTEGRITY AND SECURITY
HERPTIVARIUS, LLC MAINTAINS COMMERCIALLY REASONABLE ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS TO PROTECT RECORDS FROM LOSS, ALTERATION, UNAUTHORIZED DISCLOSURE, RANSOMWARE, CYBER INTRUSION, AND PHYSICAL DAMAGE, NO SYSTEM IS GUARANTEED TO BE ABSOLUTELY SECURE, ALL RISK IS ACCEPTED TO THE MAXIMUM EXTENT PERMITTED BY LAW.
7. SURVEILLANCE AND OPERATIONAL RECORDINGS
VIDEO AND AUDIO RECORDINGS CREATED BY SECURITY AND SURVEILLANCE SYSTEMS ARE BUSINESS RECORDS SUBJECT TO THIS POLICY, RETENTION PERIODS SHALL BE DETERMINED BASED ON STORAGE CAPACITY, OPERATIONAL NEED, INCIDENT INVESTIGATION, INSURANCE REQUIREMENTS, AND LEGAL OBLIGATIONS, RECORDINGS MAY BE PRESERVED LONGER UNDER LEGAL HOLD.
8. EMPLOYMENT AND PAYROLL RECORDS
WAGE AND HOUR RECORDS, TIMEKEEPING DATA, PAYROLL FILES, PERSONNEL RECORDS, TRAINING CERTIFICATIONS, SAFETY INCIDENT RECORDS, AND TERMINATION DOCUMENTATION SHALL BE RETAINED IN ACCORDANCE WITH FLSA, OSHA, MIOSHA, AND STATE LABOR LAW REQUIREMENTS, UNAUTHORIZED DISCLOSURE OF EMPLOYEE RECORDS IS STRICTLY PROHIBITED.
9. ANIMAL, BREEDING, AND REGULATORY RECORDS
ANIMAL ACQUISITION, BREEDING PAIRINGS, INCUBATION LOGS, HATCH RECORDS, DISPOSITION, SHIPPING, HEALTH, BIOSECURITY, AND REGULATORY COMPLIANCE RECORDS SHALL BE RETAINED AS REQUIRED BY WILDLIFE LAW, COMMERCIAL BREEDING RULES, AND TRACEABILITY STANDARDS, SUCH RECORDS ARE PROPRIETARY AND SUBJECT TO CONFIDENTIALITY REQUIREMENTS.
10. TAX, FINANCIAL, AND ACCOUNTING RECORDS
TAX RETURNS, SALES RECORDS, EXPENSE REPORTS, BANKING DOCUMENTS, PROCESSOR REPORTS, AND FINANCIAL STATEMENTS SHALL BE RETAINED IN ACCORDANCE WITH IRS, STATE TAX AUTHORITY, AND ACCOUNTING STANDARD REQUIREMENTS, DESTROYING FINANCIAL RECORDS BEFORE EXPIRATION OF APPLICABLE RETENTION PERIODS IS STRICTLY PROHIBITED.
11. RECORD DISPOSITION AND DESTRUCTION
UPON EXPIRATION OF ALL APPLICABLE RETENTION PERIODS AND ABSENCE OF ANY LEGAL HOLD, RECORDS MAY BE DESTROYED USING METHODS REASONABLY DESIGNED TO PREVENT RECONSTRUCTION INCLUDING SHREDDING, SECURE DELETION, WIPING, OR PHYSICAL DESTRUCTION, DISPOSITION METHODS SHALL BE DETERMINED AT SOLE DISCRETION OF HERPTIVARIUS, LLC.
12. CUSTOMER DATA REQUESTS
CUSTOMER REQUESTS FOR ACCESS, CORRECTION, OR DELETION OF PERSONAL INFORMATION SHALL BE HANDLED IN ACCORDANCE WITH THE PRIVACY & COOKIE POLICY AND APPLICABLE LAW, CERTAIN RECORDS SHALL NOT BE DELETED WHERE RETENTION IS REQUIRED FOR LEGAL, REGULATORY, FRAUD PREVENTION, OR DEFENSE PURPOSES.
13. THIRD-PARTY PROCESSORS AND CLOUD STORAGE
RECORDS MAY BE STORED WITH THIRD-PARTY SERVICE PROVIDERS INCLUDING CLOUD HOSTING, PAYMENT PROCESSORS, SECURITY PLATFORMS, AND SHIPPING SYSTEMS, SUCH PROVIDERS ARE GOVERNED BY CONTRACTUAL AND TECHNOLOGICAL CONTROLS, HERPTIVARIUS, LLC DISCLAIMS LIABILITY FOR THIRD-PARTY PLATFORM FAILURES TO THE MAXIMUM EXTENT PERMITTED BY LAW.
14. AUDITS AND INSPECTIONS
HERPTIVARIUS, LLC RESERVES THE RIGHT TO CONDUCT INTERNAL OR EXTERNAL AUDITS OF RECORDKEEPING PRACTICES AT ANY TIME, COOPERATION WITH LAWFUL REGULATORY INSPECTIONS IS MANDATORY WHERE REQUIRED BY LAW.
15. VIOLATIONS AND ENFORCEMENT
ANY VIOLATION OF THIS POLICY INCLUDING UNAUTHORIZED DESTRUCTION, ALTERATION, ACCESS, OR DISCLOSURE OF RECORDS CONSTITUTES MATERIAL BREACH AND MAY RESULT IN DISCIPLINARY ACTION, TERMINATION OF SERVICE, CIVIL LIABILITY, AND OR CRIMINAL REFERRAL.
16. NO WAIVER OF CONTRACTUAL AUTHORITY
NOTHING IN THIS RECORDKEEPING & DOCUMENT RETENTION POLICY SHALL LIMIT, MODIFY, OR OVERRIDE ANY PROVISION OF THE TERMS & CONDITIONS, PRIVACY & COOKIE POLICY, SECURITY & FACILITY ACCESS POLICY, OSHA / MIOSHA WORKPLACE SAFETY POLICY, FLSA / LABOR COMPLIANCE POLICY, OR ANY OTHER GOVERNING DOCUMENT.
17. MODIFICATION AUTHORITY
HERPTIVARIUS, LLC RESERVES THE UNRESTRICTED RIGHT TO MODIFY THIS POLICY AT ANY TIME WITHOUT NOTICE, CONTINUED RELATIONSHIP WITH HERPTIVARIUS, LLC CONSTITUTES ACCEPTANCE OF ALL REVISIONS.
18. CONTACT