Data Retention & Deletion Policy
Data Retention & Deletion Policy
Company: RavDev Technologies, LLC Effective Date: March 1, 2025 Last Updated: April 4, 2026 Contact: legal@ravdevtech.comThis policy is provided for informational purposes. Consult legal counsel for jurisdiction-specific compliance.
1. Purpose
This policy describes how long RavDev Technologies, LLC retains different types of data associated with your use of NextGen Grant OS, and the processes for deletion.
2. Data Retention Periods
| Data Category | Retention Period | Basis |
|---|---|---|
| Active account data (profile, credentials) | Duration of account | Service provision |
| Grant proposals and documents | Duration of account + 90 days post-termination | Service provision |
| Knowledge base content | Duration of account + 90 days post-termination | Service provision |
| Usage and activity logs | 365 days | Security, abuse prevention |
| Authentication logs | 365 days | Security, compliance |
| Billing and payment records | 7 years | Financial/tax compliance |
| Support correspondence | 3 years | Quality assurance, compliance |
| Security incident records | 5 years | Legal, regulatory |
| Cookie consent records | 3 years | GDPR accountability |
| Policy acceptance records | 5 years | GDPR, contract compliance |
| Audit trails | 365 days | Compliance |
| AI conversation logs | 90 days | Quality, safety |
3. Account Termination
When your account is terminated (whether by you or by RavDev Technologies):
- Immediate: Your access to the Service is revoked
- Within 30 days: Active production data is deactivated and inaccessible
- Within 90 days: All Customer Data (proposals, documents, knowledge base content) is permanently deleted from production systems
- Within 120 days: Customer Data is removed from automated backup systems
- Retained: Billing records, legal correspondence, and data required by law are retained for the periods specified in Section 2
4. Backup Retention
Database backups are retained for 30 days on a rolling basis. After 30 days, backups are automatically deleted. Upon account termination, your data will be removed from production systems within 90 days and from backup systems within 30 days after the last backup containing your data is rotated out.
5. Deletion Requests
5.1 Account Deletion
To delete your account and associated data, contact us at support@ravdevtech.com with the subject "Account Deletion Request." We will:
- Confirm your identity before processing the request
- Provide confirmation that your account has been closed
- Begin the deletion process within 7 business days of confirmation
- Complete deletion from production systems within 30 days
- Complete deletion from backup systems within 90 days
5.2 Specific Data Deletion
You may request deletion of specific data (e.g., individual proposals, documents) without closing your entire account. Contact support@ravdevtech.com with details of the data to be deleted.
5.3 GDPR Erasure Requests ("Right to Be Forgotten")
For users in the EEA or UK, you may request erasure of your personal data under Article 17 of the GDPR. We will respond within 30 days and delete your personal data unless we have a legitimate legal basis to retain it (e.g., billing records required by law).
5.4 CCPA Deletion Requests
California residents may request deletion of personal information under the CCPA. Submit requests to legal@ravdevtech.com.
6. Data You Can Export
Prior to account deletion, you may request an export of your Customer Data in a machine-readable format. Export requests are fulfilled within 30 days. Contact support@ravdevtech.com to request an export.
7. Exceptions to Deletion
We may retain data beyond standard retention periods when:
- Required by applicable law or regulation
- Necessary to comply with a legal hold, subpoena, or court order
- Required to resolve an ongoing dispute or investigate a security incident
- Necessary to enforce our Terms of Service
When extended retention applies, we limit access to retained data to only those personnel who need it for the specific purpose.
8. Contact
For data retention or deletion questions:
RavDev Technologies, LLCEmail: legal@ravdevtech.com Support: support@ravdevtech.com