Data Retention &
Deletion Policy

Purpose

This Data Retention & Deletion Policy explains how long Servyn AI retains different types of data, when and how data is deleted, and how you can request deletion or export of your data. It applies to all customers, employees, and trial users of the Servyn AI platform.

This policy is designed to comply with the Digital Personal Data Protection Act 2023 (DPDP Act), which requires that personal data not be retained beyond the period necessary for the purpose it was collected.

Retention Schedule

Data Deletion Process

When a deletion event is triggered (subscription cancellation, trial expiry, or explicit deletion request), we follow this process:

1. Notification: A warning email is sent to the company admin at Day 27 (3 days before the 30-day window closes) for subscription cancellations, or 3 days before trial expiry.
2. Grace period: A 30-day window (or 3-day window for trials) during which data remains accessible for export.
3. Deletion: On Day 30 (or Day 7 for trials), all company data is permanently deleted from our active database.
4. Backup purge: Deleted data is also removed from all database backups within the 30-day backup rotation cycle.
5. Confirmation: Upon request, we will send a written confirmation email confirming that deletion is complete.

Data Export

You can request a full export of your company data during the active subscription period or during the 30-day post-cancellation window. To request an export:

1. Email founder@servynai.in with the subject "Data Export Request – [Your Company Name]"
2. Include your registered company name and admin email
3. We will prepare and deliver the export within 5 business days

The export will include all your operational data in a structured format (CSV / JSON). Exported data is password-protected and delivered securely.

Right to Erasure

Under the DPDP Act 2023, individuals have the right to request deletion of their personal data. We handle such requests as follows:

• Individual employee requests: If an employee wants their personal data deleted (e.g., after leaving a company), they should first contact their employer (company admin), who can deactivate the account. Servyn AI will follow the standard retention schedule from that point.
• Company admin requests: A company admin may request immediate deletion of their entire account and all associated data by emailing us. We will process this within 10 business days.
• Limitations: We may retain certain data if required by Indian law (e.g., financial records required under the Companies Act or GST Act) even after a deletion request. We will inform you of any such limitations.

To submit a deletion request: founder@servynai.in — Subject: "Data Deletion Request"

Legal Holds

In some circumstances, Indian law may require us to retain certain data beyond the periods described above. This includes:

• Data subject to an active legal dispute or litigation
• Financial and transaction records required under the Income Tax Act, GST Act, or Companies Act
• Data requested by a competent court or government authority

If a legal hold applies to your data, we will notify you where we are legally permitted to do so.

Backups

Servyn AI maintains automated database backups on a 30-day rolling cycle hosted on AWS ap-south-1 (Mumbai, India). These backups exist solely for disaster recovery purposes.

• Backups are encrypted at rest and in transit
• Access to backups is restricted to Servyn AI's founding team
• Backups are not used for any analytical or commercial purpose
• When data is deleted from the active database, it is also excluded from all subsequent backups and purged from existing backups within the 30-day rotation cycle

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