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Data Retention Schedule
Last updated: 25 October 2026 · Version 1.0 · Reviewed semi-annually by the Grievance Officer
We keep personal data only for as long as is necessary for the purpose it was collected and the legal obligation that applies. The table below is the complete schedule — what we keep, how long, under which law, and what triggers automated deletion. Nothing is retained beyond its row’s period except where an active legal hold is served, in which case we extend that record only and record the hold reason.
Retention table
| Data category | What it includes | Retention period | Legal basis / rationale | Deletion trigger |
|---|---|---|---|---|
| Final survey reports & attachments | Signed PDF, photos, videos, assessment sheet, insured sign-off, cost estimate. | 7 years from report delivery date | IRDAI (Insurance Surveyors and Loss Assessors) Regulations, 2015 — records retention; Companies Act 2013 s. 128 (books of account). | Automated job on the 7-year anniversary of report delivery; also removes from Backblaze backups within 30 days. |
| In-progress survey drafts | Partial reports, draft photos, work-in-progress assessment. | Until finalised, or 180 days of inactivity, whichever is earlier | Service delivery; stale-draft hygiene. | Idle-draft sweeper runs weekly; the surveyor receives a 14-day email warning before deletion. |
| Surveyor account & profile | Name, email, phone, licence number, firm details, bank details, signature image. | Until account deletion requested + 12 months grace | Contract performance; billing-dispute resolution window. | 12 months after account closure or deletion request; immediate purge if the user asks for immediate deletion and no billing dispute is open. |
| Payment metadata & tax invoices | Razorpay order IDs, transaction IDs, invoice PDFs, GST return data. | 8 years from the end of the financial year | Income-tax Act s. 44AA; GST Act s. 36. | Automated purge after 8 financial years. |
| Live-video inspection recordings | Full video of a live inspection call. | Not retained by default | Service delivery; privacy by default. | The video stream is peer-to-peer; stills captured during the call are stored with the survey and follow the Final-report retention row. The surveyor may optionally save the full video, in which case it inherits the 7-year retention. |
| Access & audit logs | IP address, user-agent, request path, auth events, admin actions. | 18 months rolling | Security monitoring; forensic investigation; DPDPA breach forensics. | Automated purge at the 18-month boundary. |
| Deleted-row shadow log | DB-side trigger output capturing the before-image, user id, time, request headers of every deletion. | 7 years | Immutable audit trail for restore & forensic use. Not shared with any third party. | Automated purge at the 7-year boundary. |
| Email transactional log | Resend delivery receipts (sent/bounced/delivered status; no body). | 12 months | Deliverability troubleshooting; dispute resolution. | Resend retention aligned to our policy; purge-on-request supported. |
| Marketing email subscription | Email address + first name on the Zoho Campaigns list. | Until unsubscribe (immediate) | Consent-based processing. | One-click unsubscribe link in every email; purge within 7 days. |
| Grievance / support tickets | Ticket body, attachments, correspondence. | 3 years from closure | Legitimate interest — dispute resolution; DPDPA grievance evidence. | Automated archive at 3 years; destroyed shortly thereafter. |
| Breach-register entries | Internal records of a Personal Data Breach, including the forensic timeline. | 7 years | DPDPA audit evidence; preventive-control review. | Automated purge at 7 years; public post-mortem page kept indefinitely in redacted form. |
| Scrap Market listings & buyer profiles | Listing photos, buyer KYC documents, GST / PAN. | Listing: 180 days after sale or withdrawal. Buyer profile: as per surveyor-account rules above. | Service delivery; buyer-dispute window. | Automated purge; manual on request subject to the dispute window. |
| Backups (Backblaze B2) | Encrypted database dumps + media mirror. | 35 rolling days + annual archive for 7 years | Disaster recovery; integrity verification. | 35-day rolling window; annual archive encrypted and purged at the 7-year mark. |
Automated deletion mechanics
- A nightly Supabase cron job runs
retention_sweep()which walks each row category above and deletes anything past its retention date, logging the count to an append-onlyretention_audittable. - Deletions in the primary database cascade to Backblaze backups on the next scheduled purge (within 30 days).
- The
retention_audittable itself is a Supabase table with no personal data — it only records counts and timestamps.
Legal holds
A legal hold (court order, regulator subpoena, pending DPDPA grievance proceeding, pending litigation) extends retention for the specific records subject to the hold until the hold is lifted. All active holds are recorded in a Legal Hold register, countersigned by both Directors, and reviewed quarterly. Legal holds cannot be used to retain data beyond the DPDPA’s principles of necessity.
Early deletion on request
A Data Principal may ask for erasure under DPDPA s. 12 at any time. We delete without delay unless a legal retention obligation (IRDAI / Income-tax / active legal hold) applies, in which case we explain the obligation, the record it applies to, and when the data will finally be erased. See the Privacy Policy § 9 for the full process.
Questions
Email grievance@digitaliiisla.co.in or phone +91 83026 98307.