Data Retention & Deletion Policy

Covers data retention intervals, soft-delete grace periods, backup rotation lifecycles, and hard-purging procedures.

Audience: Workspace administrators and data protection officers

Developer: Zambezi Digital

Official Policy Publication — Enforced Standards

This document is an active, binding operational policy published by Zambezi Digital governing the security, data privacy, and usage regulations of Kairo OS across all jurisdictions.

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1. Retention Principles & Proportionality

Kairo retains personal and business information only for as long as necessary to provide the Service, fulfill legitimate business purposes, comply with statutory obligations, and enforce agreements.

Key takeaway: Data is retained only as long as operationally needed or legally required.

2. Data Category Retention Schedule

• Active Workspace Data: Retained for the duration of the active subscription. • Deleted Files & Soft-Deletes: 30-day soft-delete grace period allowing restoration, followed by automated purging. • AI Conversation History: Retained until deleted by the user or workspace admin. • Security & Audit Logs: 365 days for forensic accountability and compliance verification. • Billing & Tax Records: 5 to 7 years in accordance with applicable tax and accounting laws.

Key takeaway: Defined schedules: 30-day soft-delete grace, 365-day audit logs, 7-year tax records.

3. Backup Rotation & Purging

Database backups are rotated on a 30-day lifecycle. When records are purged from production databases, residual copies in encrypted backup snapshots expire naturally within 30 days.

Key takeaway: Production purges propagate through all rotated backup snapshots within 30 days.

4. Account Closure & Data Return

Upon workspace deletion, administrators may request an archive export. Following a 30-day post-termination grace period, all organization tables, member records, and uploaded documents are permanently destroyed.

Key takeaway: You have 30 days after account closure to export data before permanent destruction.

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