Data Retention Policy

1. Purpose

This Data Retention Policy defines the retention periods and automated purge schedules for all data categories within the Sales Advisor platform. The policy ensures compliance with applicable privacy regulations and gives customers control over their data lifecycle.

2. Retention Schedules

2.1 Account & CRM Data

Leads, deals, tasks, contacts, and organization data are retained for the duration of the active subscription. Upon account termination, customers may request a data export within 30 days. All account data is permanently deleted within 90 days of termination unless a legal hold applies.

2.2 AI Conversation Data

AI chat messages and agent interactions are subject to user-configurable retention periods. Customers can set automatic purge schedules of 30, 60, 90, 180, or 365 days through the Settings page. When configured, an automated hourly cleanup process permanently deletes AI conversation data that exceeds the selected retention window. If no retention period is set, AI data is retained for the duration of the active subscription.

2.3 Session Data

User sessions automatically expire after 8 hours of inactivity. An automated hourly cleanup process permanently deletes all expired sessions from the database.

2.4 Security & Login Data

• Login Attempts: Failed login attempt records are automatically purged after 24 hours.
• Rate Limit Records: API rate limit tracking data is automatically purged after 24 hours.
• Security Logs: Security and anomaly detection logs are retained for 30 days with daily rotation.
• Audit Trail: Data modification audit records are retained for 12 months from creation.

2.5 Background Jobs

Completed background job records are automatically purged after 7 days.

2.6 Payment Records

Transaction records, subscription data, and invoicing information are retained for 7 years to comply with tax and financial reporting obligations under Canadian law.

3. Automated Purge Mechanisms

The platform runs an automated database cleanup service every hour that handles:

• Expired session removal
• Stale login attempt cleanup
• Rate limit record cleanup
• Completed background job cleanup
• AI conversation data purge (based on per-organization retention settings)

All purge operations are logged for operational visibility.

4. Data Deletion Requests

Customers may request early deletion of their data by contacting info@salesadvisor.ca. Deletion requests are processed within 30 days. Upon deletion, data is permanently removed and cannot be recovered.

5. Policy Review

This Data Retention Policy is reviewed annually or when significant changes are made to data processing practices.