Data Retention Policy

1. Retention Schedule by Data Category

Account Data

• Active accounts: Retained for the duration of the subscription plus 90 days post-cancellation to allow data export.
• Deleted accounts: Personal identifiers purged within 30 days of deletion request. Anonymized billing records retained 7 years per tax and accounting law.
• Failed payment records: Retained 24 months for dispute resolution.

Case Data and Documents

• Active subscription: All case data, documents, and evidence retained for the life of the account.
• Post-cancellation: 90-day grace period during which you may export data. After 90 days, case data is permanently deleted.
• Litigation hold: If Company is notified of legal proceedings requiring preservation, relevant data will be held for the duration of those proceedings.

AI Processing Logs

• AI session logs (prompt/response pairs) are not retained beyond 30 days and are not linked to specific users after 7 days.
• Error logs related to AI processing are retained 90 days for debugging purposes.

Usage Analytics

• Anonymized usage data: Retained indefinitely for platform improvement (no personally identifiable information).
• Session logs: Retained 90 days.
• Error reports: Retained 180 days.

Support Communications

Support ticket content is retained for 2 years from last interaction to provide consistent support and identify recurring issues.

Security and Audit Logs

System access logs, authentication logs, and security event logs are retained for 2 years in compliance with security best practices and potential legal requirements.

2. Legal Hold

Retention schedules may be suspended for specific data sets subject to a legal hold. Legal holds are implemented upon receipt of legal process or notice of potential litigation and are removed upon resolution of the relevant matter.

3. Secure Deletion

When data reaches the end of its retention period, it is deleted using cryptographic erasure (encryption key destruction) for encrypted data stores, and secure overwrite procedures for unencrypted operational data. Deletion is irreversible.

4. Data Export Before Deletion

Users may export all their data at any time from account settings. Upon cancellation, we will send a reminder with instructions for data export during the 90-day grace period. After the grace period, data cannot be recovered.

5. Regulatory Compliance

Retention periods are designed to comply with applicable federal and Pennsylvania state law, including record-keeping requirements for financial transactions and the Statute of Limitations for civil claims (generally 2 years in Pennsylvania for most tort claims; 6 years for contract claims).

6. Questions

Retention inquiries: [email protected] or Contact Form.