Data Retention Policy

Last updated: June 17, 2026 — Version 1.0

1. Policy Overview

FactoryNerve is committed to retaining your data only as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law. This policy outlines the specific retention periods for different categories of data, the rationale behind those periods, and the processes we follow to securely delete data when it is no longer needed.

We balance the need to retain data for business continuity, legal compliance, and customer support against our commitment to privacy and data minimization. Wherever possible, we default to shorter retention periods and give customers control over their own retention settings.

2. Data Categories and Retention Periods

The following table shows how long each category of data is retained and why.

Account Data

Data Type	Retention Period	Rationale
Account information (company name, admin details, billing info)	Duration of active subscription + 90 days	Contract performance and accounting
User profiles (names, roles, email addresses)	Duration of active subscription + 30 days	Access management and operational continuity
Payment and invoice records	7 years	Tax and statutory compliance

Operational Data

Data Type	Retention Period	Rationale
Attendance records (check-in/out, shift data)	3 years from date of record	Wage calculation, labor law compliance, dispute resolution
Production records (shift reports, machine output)	3 years from date of record	Operational auditing and performance analysis
Inventory records (stock levels, material receipts, dispatches)	3 years from date of record	Inventory auditing and reconciliation
OCR-scanned documents (register pages, challans, weighbridge tickets)	As configured by customer (max 5 years)	Audit trail and quality verification
Invoice and dispatch records	7 years	Statutory tax and accounting requirements

System Data

Data Type	Retention Period	Rationale
Audit logs (admin actions, configuration changes)	1 year	Security monitoring and compliance verification
Security logs (authentication attempts, access events)	2 years	Threat detection and incident investigation
Application logs (server logs, error traces)	90 days	Operational troubleshooting
Database backups	30 days (rolling backups)	Disaster recovery

Support & Communications Data

Data Type	Retention Period	Rationale
Support tickets and correspondence	2 years from resolution	Customer service quality and issue tracking
Email communications with support/billing	2 years	Record of agreements and issue resolution

Analytics Data

Data Type	Retention Period	Rationale
Aggregated usage statistics (anonymized)	Indefinitely (anonymized)	Product improvement and benchmarking
Individual usage data (page views, feature use)	Duration of subscription + 6 months	User experience personalization

3. Reasons for Retention

We retain data for the following purposes:

Legal & Regulatory Compliance

Tax laws require us to retain financial records (invoices, payment records) for up to 7 years. Labor laws may require attendance and wage records for 3 years. We comply with all applicable statutory requirements in the jurisdictions where we operate.

Customer Service & Support

Retaining support tickets and communications allows us to resolve ongoing issues, identify recurring patterns, and improve our service quality over time.

Security & Fraud Prevention

Logs and audit trails help us detect unauthorized access, investigate security incidents, and protect all customers from threats.

Product Improvement

Anonymized usage data helps us understand how the platform is used and what improvements would deliver the most value. Individual usage data is retained only as long as needed for personalization.

4. Data Deletion Process

When data reaches the end of its retention period, we follow a secure deletion process:

Automated deletion schedules run regularly to identify and remove expired data from production databases.
Secure overwriting— data is overwritten before storage is released, preventing recovery via forensic methods.
Backup purging— when backups reach the end of their retention window, they are securely destroyed. Data deleted from production before a backup cycle is naturally purged as backups roll over.
Deletion verification— we run periodic audits to confirm that automated deletion processes are working correctly.

Deleted data cannot be recovered once the process is complete. Please ensure you have exported any data you need before its retention period expires.

5. Customer-Controlled Retention

FactoryNerve provides tools for customers to manage their own data retention:

Retention settings— Admin users can configure retention periods for certain operational data categories from the Settings page.
Manual deletion— Customers can delete specific records (attendance entries, production reports, OCR scans) at any time.
Bulk cleanup— Enterprise customers can request bulk data removal based on date ranges or other criteria.
Data export before deletion— We recommend exporting data before applying any manual deletion or changing retention settings.

6. Post-Cancellation Data Handling

When a subscription is canceled, data handling follows this timeline:

Day 0 — Cancellation takes effect

Account enters read-only state. You can log in and view data but cannot create new records.

Days 1–60 — Data export window

You can export all your data from the platform. We recommend completing this within the first 30 days.

Day 61 — Data deletion

All customer data is permanently deleted from production systems and backup media.

Exceptions: Invoice and payment records may be retained for the full 7-year statutory period even after account cancellation. Legal holds may also prevent deletion (see Section 8).

7. Data Export

Customers can export their data at any time, including during the post-cancellation retrieval window.

Supported formats: CSV, XLSX, and JSON for structured data. Original file formats for OCR-scanned documents.
How to export: Use the export feature available in each module (Production, Attendance, Inventory) or go to Settings → Data Export for a full backup.
API access: Customers with API access can programmatically retrieve their data.
Request assistance: If the self-service export does not meet your needs, contact support.factorynerve.online@redvortexorg.me for assistance.

8. Legal Holds and Exceptions

In certain circumstances, data may be retained beyond its standard retention period:

Legal holds: If we receive a valid legal order, subpoena, or litigation hold notice, relevant data will be preserved until the hold is lifted.
Regulatory investigations: If a regulatory authority is investigating a matter involving customer data, we may retain relevant data until the investigation concludes.
Dispute resolution: Data relevant to an active dispute between FactoryNerve and a customer may be retained until the dispute is resolved.
Statutory obligations: Certain records (invoices, payment data) must be retained for legally mandated periods regardless of the standard policy.

In the event of a legal hold affecting your data, we will notify you promptly, unless the law prohibits us from doing so.

9. Policy Updates

We may update this Data Retention Policy from time to time. Material changes will be communicated via email to account administrators and through the platform at least 30 days before taking effect.

We encourage you to review this policy periodically. The “Last updated” date at the top of this page indicates when the policy was last revised.

10. Contact Information

Retention Questions: legal.factorynerve.online@redvortexorg.me

Data Deletion Requests: support.factorynerve.online@redvortexorg.me

Data Export Assistance: support.factorynerve.online@redvortexorg.me

Response Time: We aim to respond to all data-related inquiries within 3 business days.