Data Retention & Deletion Policy

1. Overview

CapEngage implements a data retention policy that balances business needs, legal requirements, and user privacy. This policy outlines how long we retain different types of data and how you can request deletion of your personal information.

Our retention practices comply with GDPR, CCPA, India's DPDP Act, and other applicable data protection regulations.

2. Data Retention Periods

2.1 Account Data

2.2 Communication Data

2.3 Usage and Analytics Data

2.4 Transaction and Billing Data

3. Data Deletion Requests

3.1 Requesting Deletion

You can request deletion of your personal data through:

• Account settings → Data & Privacy → Delete Account
• Email to privacy@capengage.com
• Data subject access request form

3.2 Deletion Process

Upon receiving a deletion request:

• We verify your identity (may require additional verification)
• We process the request within 30 days (extendable by 60 days for complex requests)
• We delete personal data from active systems
• We securely erase backup copies within 30 days of primary deletion
• We confirm deletion via email

3.3 Data That Cannot Be Deleted

Some data may be retained where legally required:

• Transaction records for tax and accounting (7 years)
• Security logs for incident investigation (1 year)
• Data required for ongoing legal proceedings
• Anonymized or aggregated data that cannot be linked to individuals

4. Automatic Deletion

Data is automatically deleted in the following circumstances:

• Inactive Accounts: Accounts inactive for 2 years may be deleted (with 30-day notice)
• Trial Accounts: Trial accounts not converted within 30 days are deleted
• Expired Data: Data past retention periods is automatically purged
• Failed Payments: Accounts with failed payments for 90 days may be deleted

We send notification emails before automatic deletion.

5. Data Export

Before deletion, you may request a copy of your personal data:

• Available in account settings under Data & Privacy
• Provided in machine-readable format (JSON, CSV)
• Processed within 30 days of request
• Includes all personal data we hold about you

6. Backup Retention

Backup retention policies:

• Daily Backups: Retained for 30 days
• Weekly Backups: Retained for 12 weeks
• Monthly Backups: Retained for 12 months (Professional), 36 months (Enterprise)
• Disaster Recovery Backups: Retained according to DR policy

Backups are encrypted and securely stored. When data is deleted, backup copies are securely erased within the backup retention period.