Vizible Legal
Data Retention
How long we keep different categories of data.
We retain personal and operational data only for as long as necessary to provide the platform, comply with our legal obligations, resolve disputes and enforce our agreements. The schedule below sets out the default retention period for each major category of data. Tenants on enterprise contracts may negotiate shorter retention by written agreement.
1. Retention schedule
| Category | Retention | Basis |
|---|---|---|
| Account & login data | Life of account + 90 days | Service operation |
| Orders, payments, invoices, tax records | 8 years | Companies Act 2013 §128(5), GST audit |
| Communications (chat, Telegram, WhatsApp, SMS, email logs) | 24 months active, then anonymised | Operational support, dispute resolution |
| Audit logs & access logs | 12 months | Security investigation |
| EAMS employee monitoring data (when enabled by tenant) | 90 days | Employee privacy minimisation |
| Database backups | Rolling 30 days | Disaster recovery |
| Marketing leads after opt-out | 30 days (suppression list only) | Honour opt-out / DLT compliance |
2. Anonymisation vs deletion
Where retention beyond the active period is necessary for analytics or fraud prevention, we anonymise the data so that it can no longer be associated with an identifiable individual. Anonymised data is excluded from data-subject access and erasure requests because it is no longer personal data.
3. Backups
Operational backups are kept on a rolling thirty (30) day cycle and are encrypted at rest. When personal data is deleted from the live environment, it remains in backups until the rolling cycle overwrites it; we will not restore deleted personal data from a backup except where strictly necessary to recover from a disaster, and we will re-apply the deletion immediately afterwards.
4. Legal hold
Where we are subject to a legal hold, regulatory request, court order or ongoing investigation, the periods above may be extended for the affected records to the extent and duration necessary. We will not retain records longer than this exception requires.
5. Exceptions for financial & tax records
Tax invoices, GST records, payment evidence and books of account are retained for a minimum of eight (8) years to comply with §128(5) of the Companies Act, 2013, the GST audit framework and similar requirements in other jurisdictions where Tenants operate.
6. EAMS monitoring data
Employee monitoring data (where a Tenant has enabled EAMS) is automatically purged after ninety (90) days unless the Tenant configures a shorter period. Tenants may also configure narrower capture (e.g., screenshots disabled) and must obtain valid consent and notice from monitored employees.
7. Tenant termination
On termination of a Workspace we provide a thirty (30) day export window. After the window, Tenant Content is deleted or anonymised in line with this schedule, except for records we are required to retain under law. See the Data Deletion policy for the full process.
8. How to ask
For questions about retention or to request shorter retention for a specific category, contact privacy@vizible.in.
9. Changes to this schedule
- We may update the schedule to reflect new features, sub-processors or legal requirements.
- Material changes will be communicated by email or in-app banner with at least fifteen (15) days' notice.
- The current schedule is identified by the effective date at the top of this page.