Data Retention Policy

1. Introduction

This Data Retention Policy explains how long Delisys Technologies Ltd and its Partners retain data collected through the OPS360 platform and related services.

It supports our Privacy Policy and ensures compliance with:

• UK GDPR (United Kingdom)
• EU GDPR (European Union)
• CCPA/CPRA (United States – California and applicable states)
• DPDPA (India)

2. General Retention Principles

We retain data only as long as necessary for:

• Providing our services
• Legal and regulatory compliance
• Business operations and support
• Security and fraud prevention

Where legal requirements differ by jurisdiction, the longest required retention period will apply.

3. Standard Retention Periods

3.1 Personal and Account Data

• Retention: While you use our services + 3 years
• Includes: User profiles, account settings, authentication data, platform usage data, communication and support records
• Legal Basis: Contractual obligations, legitimate interest

3.2 Financial Data

• Retention: 7 years
• Includes: Payment records, transaction history, invoices, billing data
• Legal Requirement: Tax/accounting laws (UK, EU, USA, India)

3.3 E-Signature Data

• Retention: 7 years
• Includes: Signed documents, audit trails, completion certificates, identity verification records
• Legal Requirement: To ensure enforceability of electronic contracts

3.4 Communication Data

• Retention: 2 years from last activity
• Includes: In-app chat, WhatsApp messages, voice messages, file sharing, notification history

3.5 File Storage

• Retention: Until user deletion or account closure
• Includes: Uploaded documents, files, and media
• User Control: Business account admins can delete files at any time

3.6 AI and Analytics Data

• Retention: 6–12 months
• Includes: Chatbot conversations, usage analytics
• Note: Anonymized/aggregated data may be retained longer for service improvement

4. Mobile App Data

4.1 Location and Device Data

• Retention: 12 months or until disabled
• Includes: GPS coordinates, device identifiers
• User Control: May be disabled in app settings

4.2 Offline Data

• Retention: Until successful upload + 30 days
• Includes: Cached forms, offline audit data

5. Automated Deletion

• Data is automatically deleted according to retention schedules
• Business account admins may request earlier deletion where legally permissible
• Some data may be retained longer for compliance, litigation, or dispute resolution

6. User Rights

6.1 Data Control

• Individual users: Submit deletion/export requests through their business account admin
• Business account admins: Can request deletion, export, or modification of data for their organization
• Disable data collection for selected features where available

6.2 Response Time

• Requests processed within 30 days (where legally permissible)
• Some data may still be retained if required by law

7. Exceptions to Deletion

We may retain data longer if:

• Required by law (tax, financial, regulatory)
• Legal proceedings are ongoing or anticipated
• Security incidents require investigation
• Business disputes need resolution

8. Backup Data

• System backups retained for 90 days
• Follow same deletion rules as original data
• Secure deletion applied after retention expiry

9. Regional Applicability

• United Kingdom & European Union: Data processed under UK/EU GDPR rules
• United States: Data handled in line with CCPA/CPRA (for California and applicable states)
• India: For customers in India, billing is processed by our authorized partner, but data storage and retention are governed by this policy under India’s DPDPA
• Other regions: OPS360 services are currently restricted to UK, EU, USA, and India only

10. Policy Updates

• Retention periods may be updated for legal or business reasons.
• Changes will be communicated to business account admins.
• Continued use of OPS360 indicates acceptance of the updated policy.

11. Contact Information

For questions about this Data Retention Policy, please contact:

Delisys Technologies Ltd and its Partners
Data Protection Officer (DPO): dpo@vops360.com
Privacy Team: privacy@vops360.com

Registered Address:
Suite 5, 22–26 Nottingham Rd, Stapleford, Nottingham NG9 8AA, United Kingdom
Company Number: 11490073
Email (General): info@vops360.com
Website: https://vops360.com