Retention and Deletion Policy

1. Deletion and the 30-day hold

When you delete a workspace, an item or your account, it is removed from your view and held for 30 days so you can restore it. You can export your Content before deletion. After the 30 days, an authorised administrator can permanently delete it from our live systems with a fresh verification step. This is a manual step: nothing is deleted automatically, and we aim to complete it within a reasonable time after the 30 days. A legal hold pauses deletion.

2. Backups

Copies in our hosting provider’s backups are not removed early. The provider keeps snapshots on a rolling schedule: every 6 hours and daily for 7 days, weekly for 4 weeks, monthly for 12 months and yearly for 1 year, with a rolling 7-day point-in-time recovery window. Each backup expires on its own schedule, counted from when it was taken, so a copy can remain for up to about one year after deletion. Backups cannot be removed early for one customer. We do not restore deleted customer data from backups except to recover from a failure.

3. Records we keep

• •Invoices and tax records: for as long as tax and company law require, which we currently apply as 8 years
• •Executed Documents, signature records and the audit chain: up to 7 years after full signature, then deleted unless a legal hold applies
• •Audit trail for an account: the life of the account plus up to 3 years
• •Security and access logs: up to 180 days
• •Support records: up to 2 years
• •Content other than the records above: handled as set out in Section 1

These are the periods we currently apply. They follow our view of Indian tax and company law and the evidence value of a signing, and a legal hold can extend them. Executed Documents are a shared record of every party who signed; deleting one account does not erase another party’s copy or the evidence of your signature on it.

4. When we stop hosting or you leave

When we stop hosting with a provider, or when you leave and ask for full erasure of your organization, we erase production data ourselves before the application is deleted, using an audited master-admin action protected by sign-in, a fresh verification code and a typed confirmation. Deleting an application does not by itself guarantee that its database is erased. Backup copies taken before the erasure still expire on the provider’s schedule.

5. Your requests

To ask for deletion or a copy of your data, email support@kpiandsla.com. We aim to acknowledge within 3 working days and to answer within 30 days, or within the period the law requires. See the Data Subject Request and Grievance Procedure.