Data retention and disposal policy
Version0.1 draft
OwnerSecurity Owner
ReviewYearly
Applies toAll customer data and logs in in-scope systems
Retention schedule#
The retention schedule is the table in the universal baseline, which this policy adopts. An app register entry may set a shorter period for its product; it may not set a longer one without a documented legal reason. In summary:
| Data | Retain |
|---|---|
| Account and profile data | Life of account plus 30 days |
| Customer content (mail, files, documents) | Until the customer deletes it, or account closure plus 30 days |
| Recordings and transcripts | Customer-set, default 90 days |
| Invoices and payment records | 8 years (India), 7 years (US tax) |
| Server and access logs | 1 year (180 days minimum, CERT-In) |
| Security and audit logs | 1 year |
| Backups | 30 daily, 12 monthly |
Disposal#
- A scheduled reaper deletes data that has passed its retention period, monthly at least. Each run logs what classes and how many records it removed, never the content CNF-03.
- Deletion requests from customers or data principals are verified, completed within 30 days, logged, and propagate to backups within 90 days or on restore.
- Contract end: when a business customer leaves, their data is exported on request within 30 days and then deleted; the customer is told the deletion date in writing CNF-04.
- Media disposal follows 14.
- Legal hold: when litigation or a regulator requires it, the Security Owner suspends deletion for named data and records the hold and its release.