Data Retention and Deletion Policy
Effective date: October 7, 2026 · Version 1.4
How long ScaleIQ keeps data and how we delete it — aligned to TDPSA data-minimization requirements.
This Policy explains how long ScaleIQ retains data and how we delete it. It is part of our DPA and Privacy Notice.
ScaleIQ processes and retains personal data only to the extent adequate, relevant, and reasonably necessary for the purposes for which it was collected, consistent with the data minimization principle of the Texas Data Privacy and Security Act (Tex. Bus. & Com. Code § 541.101(a)(2)).
Principles
- Purpose limitation — we retain data only as long as needed for the purpose it was collected.
- Customer control — for Active Assessment Data, customers can request earlier deletion via in-app settings or written instructions; we follow those instructions within the limits described below.
- Legal holds — when required, we suspend deletion until the hold is lifted (see Legal Hold Procedure below).
- Data minimization — in compliance with TDPSA § 541.101, we collect and retain only what is necessary for the disclosed purpose.
Two-tier assessment data architecture
ScaleIQ’s assessment platform uses a two-tier data retention architecture for Customer Data generated through AI-Assisted Assessments:
- Tier A — Active Assessment Data (24 months): Standard assessment data, submitted materials, workflow state, and Assessment Reports. Retained for 24 months from delivery of the applicable Report of Findings. Deletable earlier on Customer’s written request per the schedule below.
- Tier B — WORM Evidence Blobs (7 years — limited erasure path): WORM Evidence Blobs are the documents submitted for an assessment, dated SHA-256-hashed snapshots of the URLs Customer authorizes us to review, and the digitally signed record of each completed assessment (inputs, model version, and outputs). They are stored in write-once-read-many (WORM) immutable storage for seven (7) years from the date of capture as a contractual security and evidentiary integrity control, to preserve evidentiary integrity, auditability, and non-repudiation of assessment results. Such retention is implemented as a security and evidentiary control and is not intended to supersede any non-waivable legal rights except to the extent required by applicable law.
These two data categories are mutually exclusive. No individual data element is subject to both retention periods simultaneously. Customer-initiated deletion requests and automated deletion processes apply only to Tier A (Active Assessment Data). WORM Evidence Blobs (Tier B) are excluded from routine deletion requests and automated deletion during the 7-year WORM Retention Period, subject to the limited erasure path described below.
Retention schedule
| Data category | Active retention | After deletion / termination |
|---|---|---|
| Tier A — Active Assessment Data (questionnaire answers, tenant metadata where the product reads it, assessment results, findings, submitted materials) | 24 months from delivery of the applicable Report of Findings, unless Customer requests earlier deletion | Available for export for 30 days after termination; deleted from production within 60 days after the retention period ends (or within 30 days of a verified deletion request, with written certification); purged from backups within 30 days after production deletion |
| Tier B — WORM Evidence Blobs (submitted documents, authorized-URL snapshots, signed assessment records) | Seven (7) years in write-once-read-many (WORM) immutable storage from date of capture — generally cannot be deleted during this period (see the limited erasure path below) | Automatically deleted within 90 days after the 7-year WORM Retention Period expires |
| Account & user profile data | For the life of the account | Deleted within 90 days of account closure, except where retention is required by law |
| Audit logs | 13 months by default; configurable up to 7 years on enterprise plans | Deleted at the end of the retention window |
| Application logs & telemetry | 30 days full; 13 months aggregated | Rolling deletion |
| Backups | 35-day rolling window | Rolling deletion |
| Billing & tax records | 7 years (US federal); 4 years minimum (Texas Tax Code § 111.0041) | Retained for legal compliance |
| Financial records | 4 years minimum (Tex. Rev. Civ. Stat.) | Retained for legal compliance |
| Employment records | 3 years minimum (Texas law) | Retained for legal compliance |
Legal hold procedure
Notwithstanding the retention schedules above, if ScaleIQ receives notice of actual or reasonably anticipated litigation, regulatory investigation, or governmental inquiry, ScaleIQ will suspend automated deletion for all data categories potentially relevant to such matter. The Legal Hold will remain in effect until ScaleIQ’s legal counsel provides written authorization to resume normal deletion. Customers whose data is subject to a Legal Hold will be notified to the extent permitted by law. Legal holds take priority over all automated deletion processes, including customer-initiated deletion requests received after the hold is established.
How deletion works
Deletion runs through automated jobs that mark records inactive in primary storage (Azure SQL), then irrecoverably remove them within the windows above. Backups follow the rolling-window schedule and are encrypted at rest; restored data inherits the original deletion state. WORM Evidence Blobs are stored in Azure Blob Storage under a time-based immutability policy enforced at the storage layer; they generally cannot be deleted or altered during the 7-year WORM Retention Period, except through the limited erasure path described below.
Customer-initiated deletion
Authorized administrators can delete records and workspaces in-app or request bulk deletion via privacy@scale-iq.ai. Confirmation can be provided on request. Revoking tenant consent through the offboarding workflow stops processing and triggers deletion per this schedule.
WORM Evidence Blob exception: Deletion requests apply to Tier A (Active Assessment Data) only. WORM Evidence Blobs generally cannot be deleted prior to expiration of the 7-year WORM Retention Period, including following a deletion request or termination of your account. Where applicable law grants you a right to erasure that no statutory exemption permits us to refuse, we will restrict all further processing of the affected data, apply cryptographic erasure where technically available, and purge the data at the earliest point the immutability configuration permits. We will tell you in writing when we do this. If a deletion request reaches WORM Evidence Blobs, ScaleIQ will notify the requestor within five (5) business days of the categories affected, the retention basis, and the date the retention period ends. Any deletion certification issued will expressly exclude WORM Evidence Blobs and will identify, by count and date range, the WORM Evidence Blobs retained for your account. ScaleIQ will provide a written schedule of retained WORM Evidence Blobs upon request.
Contact
privacy@scale-iq.ai
ScaleIQ, LLC · 240 W Galveston St, #1828, League City, Texas 77573