1. Purpose and scope
This Notice explains the default retention and deletion controls for Due Diligence HQ. It supplements the Privacy Policy and Data Processing Addendum. A signed order, legal hold or mandatory law may require a different period.
2. Principles
We apply purpose limitation, data minimisation and storage limitation. We retain personal data and Customer Content only for providing and securing the Service, satisfying contractual or legal duties, resolving disputes and demonstrating accountability. Where feasible, we delete files, remove direct identifiers or retain only an audit record.
3. Current operational schedule
- Account, membership and workspace administration: while the account or workspace is active, then for the period reasonably needed for closure, security, disputes and legal obligations.
- Customer Content, project files, extracted text, analysis, reports, project chat and inbox content: for the service relationship or project lifecycle until Customer deletion, account deletion or termination, subject to ownership safeguards, legal holds and backup cycles.
- Interview recordings: 365 days from the end of the interview session by default, then the recording artifact is purged. A Customer agreement or earlier valid request may require a shorter period.
- Interview transcripts, consents and assessments: for the relevant project or service relationship and then according to Customer instructions and legal requirements. IP addresses and user-agent data recorded with consent are removed after 90 days.
- Recruitment applications and CV files: 365 days from submission by default, unless a shorter request, consent to a talent pool or legal requirement applies. Application IP addresses are removed after 90 days.
- Audit-event and cookie-consent IP addresses: 90 days, after which the IP address is redacted. The non-IP audit or consent record may be retained longer for security and accountability.
- Raw Stripe webhook payloads and related error text: 90 days, after which the payload is redacted. Invoice and subscription records remain as described below.
- Data-portability export files: 7 days after generation, after which the downloadable ZIP is purged. Request status and an audit record may remain.
- Invoices and accounting records: generally 10 years where required by Swiss accounting and tax law.
- Policy acceptances and material contractual records: for the contract term and applicable limitation, audit and legal-retention periods.
4. Deletion requests
Authenticated users may request a personal export or deletion through the Data Rights page. A user may request profile-only deletion or, where authorised and safe, deletion of organisations they own. Deletion of an owner can be blocked until another active owner is appointed so that one person's request does not unlawfully or unexpectedly destroy other users' tenant data.
Requests run asynchronously, have visible status and create audit events. We verify identity where appropriate. External participants and applicants may submit a request by email; external exports and deletions require documented identity verification.
5. What deletion does
Depending on the request and the requester's role, deletion may deactivate or anonymise the user profile, remove social-account and authentication data, remove or anonymise authored records, delete owned tenant files and artifacts, and retain limited records where another person's rights, tenant continuity, security or law requires it. A response will not disclose another person's data.
6. Backups and derived data
Deletion from live systems does not always remove every backup immediately. Data in a protected backup is deleted through the ordinary overwrite cycle and is not used for ordinary processing. If a backup is restored for disaster recovery, applicable deletion controls are re-applied. Aggregated or irreversibly anonymised data is no longer personal data and may be retained.
7. Legal holds and exceptions
We may pause deletion for a documented legal obligation, court or authority order, fraud or security investigation, establishment or defence of claims, or protection of another person's rights. We limit retained data to what is necessary and resume deletion when the hold ends.
8. Contact
Questions or external rights requests may be sent to 5pt.gmbh@gmail.com.