Data Retention and Deletion Policy
Version: 1.0 · Owner: Pocket PMO Ltd · Approval status: Approved · Review date: annually
Purpose
This policy explains how long Pocket PMO retains personal and business data, and how deletion is performed.
Principles
- Retain only what is needed to deliver the Service or meet legal duties.
- Delete on account termination, subject to legal record-keeping and platform backups.
- Support customer-initiated deletion at both row-level and account-level.
Retention by category
| Category | Retention (active account) | Retention (after account closure) | Notes |
|---|---|---|---|
| Account (profile, email, avatar) | Duration of the account | Deleted within 30 days | Cascade delete |
| Roles & organisation memberships | Duration of the account | Deleted within 30 days | Cascade |
| Projects & related entities (tasks, RAID, plans) | Duration of the parent organisation / project | Deleted within 30 days of org closure | Cascade |
| Meetings & transcripts | User-controlled; retained until deleted | Deleted within 30 days | Audio retention owner-confirmation D-03 |
| Uploaded documents & attachments | Duration of the parent record | Deleted within 30 days | Cascade |
| AI conversation history | Duration of the account | Deleted within 30 days | Owner-scoped |
| AI usage & credit logs | Duration of the account | Anonymised, retained for billing history | Financial record duty |
| Notifications & alerts | Rolling window | Not applicable | Cascade |
| Audit logs | 12 months (audit trail) | Retained per legal advice | Not user-deletable |
| Email send logs | Rolling | Retained for suppressions | Deliverability integrity |
| Support tickets | Duration of the ticket, plus a reasonable review window | Anonymised or deleted | Owner-confirmation |
| Marketing leads | Sales cycle + reasonable follow-up | Deleted on request or after inactivity | Consent-based |
| Payment metadata | Per Stripe's terms | Retained per legal requirement | Financial record |
| Backups | Platform-provider retention window | Not directly deletable | H-03 |
Right to erasure
Data subjects can request erasure at /data-privacy or by emailing admin@pocketpmo.co.uk. Requests are logged in data_deletion_requests. Verified requests are completed within a maximum of 30 days of receipt (owner-confirmed SLA). Erasure does not extend to platform backups until those backups age out per the platform provider's retention window; the DPA reflects this.
Data export
Customers can export their data via the API or in-product export path (JSON and CSV where supported).
Owner confirmation required
- D-01 retention periods; D-03 audio retention; H-03 backup retention. (D-02 erasure SLA confirmed at 30 days maximum.)
Document history
| Version | Date | Change | Author |
|---|---|---|---|
| 1.0 | 13 Jul 26 | Initial policy. | Pocket PMO |