This Data Retention Policy defines the periods for which Synergon AI retains various categories of data and the processes for data deletion at various stages of the customer lifecycle.

1. Retention Categories

Retention periods vary based on the nature of the data and legal requirements:

Active Lead & Chat Data: Retained for the duration of your active subscription. After subscription termination, data is held for 30 days to facilitate export before deletion.
Platform Logs: Operational and performance logs are retained for 12 months.
Security Audit Logs: Security-related logs (login attempts, access changes) are retained for 1 to 3 years depending on compliance requirements.
Backup Archives: Database backups are retained for 60 days on a rolling basis.

2. Customer-Initiated Deletion

Customers have full control over their data within the platform. Through the dashboard or API, you can:

Permanently delete individual lead records.
Clear entire conversation histories for specific bots.
Request immediate deletion of a tenant account and all associated data.

3. Deletion Process

When data is marked for deletion:

Soft Deletion: Data is immediately removed from active views and interfaces.
Hard Deletion: Data is permanently purged from production databases within 7 days.
Backup Purge: Data remains in backup archives for up to 60 days before being fully overwritten.

4. Legal and Regulatory Retention

Notwithstanding the above, we may retain certain information if required to comply with legal obligations, resolve disputes, or enforce our agreements. This is typically limited to transaction records and identifying information required for tax and audit purposes.