Data Retention and Deletion Policy
How long Indoria Munim keeps each kind of data
Template - not legal advice. This document was drafted for Indoria Technologies Private Limited to match how the software actually works. Company details are filled in. Have an advocate in India review it before launch, especially the Digital Personal Data Protection Act 2023 sections, the handling of students under 18, and the limitation of liability.
| Data | Kept for | How it is deleted |
|---|---|---|
| User account | Until the user or organisation deletes it | Immediate removal of the record, tokens and sessions |
| Files in use | Until deleted by the owner | Moved to trash |
| Trash | 30 days | Automatic hourly clean-up removes file, versions and blobs |
| Older file versions | Last 10 versions per file | Oldest removed on each save |
| Sessions | Up to 30 days | Automatic clean-up of expired sessions |
| Verification / reset / invite tokens | 3 days / 1 hour / 7 days | Automatic clean-up |
| Audit records | Life of the organisation | Removed with the organisation; person's name and IP removed on account deletion |
| Usage counts | 400 days | Automatic clean-up |
| E-mail outbox (only without SMTP) | 30 days | Automatic clean-up |
| Indoria Munim contacts, deals, tasks, items | Until an administrator deletes them (contacts are deleted by administrators only) | Removed from the database; exports already made are the customer's to manage |
| Indoria Munim issued invoices, credit and debit notes, payments | Not deleted by ordinary users. Cancelled documents stay as cancelled records. Kept for the period the customer's tax law requires (72 months from the due date of the annual return under section 36 of the CGST Act, 2017) | Deleted with the organisation after the export window, unless the customer asks in writing to keep them; Indoria keeps only its own billing records |
| Backups | The last 14 nightly snapshots by default (up to 14 days) | Rotated and overwritten |
| Backup and export files a customer downloads | Held by the customer, not by Indoria | The customer deletes them |
| Indoria Munim staff and payroll records | Until an administrator deletes the staff record or the organisation ends | Removed from the database; payslips already printed or exported are the customer's to manage |
| Indoria Munim WhatsApp message log | Until an administrator deletes it or the organisation ends | Removed from the database; messages already delivered by WhatsApp are held by Meta and the recipient |
| Offline sales waiting on a device | Until accepted by the server, then removed | Automatic once sent; clearing browser data removes unsent sales |
| Organisation after it ends | 30 days to export, then deleted | Platform operator deletes organisation; blobs removed from disk |
When the law requires longer retention (for example tax records for invoices), those records are kept separately for the required period only.
Addendum: signing data (1.3)
| Data | Kept for |
|---|---|
| Signature and stamp pictures | Until the user deletes them or the account is deleted |
| Signature requests and signer details | 90 days after completion or expiry; unfinished drafts 7 days |
| Seal records (hash, signers, time) | As long as the sealed file exists, so verification keeps working |
| Sealed PDF | In the owner's Drive until the owner deletes it |