Overview
This policy explains how long Simply Asking retains your data and how you can request deletion. We believe in transparency about your data and your control over it.
Data Retention Periods
Active Account Data
While your account is active, we retain:
| Data Type | Retention Period | Purpose |
|---|---|---|
| Account information | Duration of account | Service delivery |
| Documents & content | Until you delete them | Knowledge base functionality |
| Chat history | Until you delete it | Conversation continuity |
| Search queries | 90 days | Service improvement |
| Activity logs | 90 days | Security & troubleshooting |
After Document Deletion
When you delete a document:
| Stage | Timeline | What Happens |
|---|---|---|
| Soft delete | Immediate | Document hidden, recoverable for 30 days |
| Hard delete | 30 days | Document permanently removed from production |
| Backup removal | Up to 90 days | Removed as backups naturally expire |
After Account Cancellation
When you cancel your subscription:
| Stage | Timeline | What Happens |
|---|---|---|
| Grace period | 30 days | Data preserved, can reactivate |
| Data deletion | After grace period | All data queued for destruction |
| Complete removal | Up to 60 days total | Removed from all systems including backups |
Data We Must Retain
Some data must be retained for legal or regulatory reasons:
| Data Type | Retention Period | Reason |
|---|---|---|
| Financial transaction records | 7 years | Tax and accounting requirements |
| Security incident logs | 3 years | Legal compliance |
| Consent records | 7 years | GDPR/regulatory proof |
This data is retained in secure, access-restricted systems and is not used for any other purpose.
How to Delete Your Data
Delete Individual Items
Documents:
- Navigate to your Document Library
- Select the document(s) you want to delete
- Click "Delete" and confirm
- Recoverable for 30 days, then permanently deleted
Chat History:
- Go to the chat interface
- Click on chat settings
- Select "Clear chat history"
Delete Your Entire Account
Self-Service:
- Go to Account Settings
- Navigate to Privacy section
- Click "Delete My Account"
- Confirm your password
By Request:
Email legal@simplyasking.io with subject "Account Deletion Request"
Export Your Data First
Before deleting your account, you can export all your data:
- Go to Account Settings - Privacy
- Click "Export My Data"
- Select what to include (documents, chat history, activity logs)
- Download your data package (ZIP file)
- Link valid for 7 days
Export includes:
- All your documents in original formats
- Document metadata (JSON/CSV)
- Chat history (JSON)
- Activity logs (CSV)
Your Deletion Rights
GDPR (EU/EEA)
You have the right to erasure under GDPR Article 17.
- Use the GDPR Data Management page
- Or email legal@simplyasking.io
- Processed within 30 days
- Confirmation provided upon request
CCPA/CPRA (California)
California residents can request deletion of personal information.
- Processed within 45 days
- Extendable to 90 days with notice
- No discrimination for exercising rights
- Confirmation of what was deleted
What We Cannot Delete
In certain circumstances, we may not be able to delete some data:
- Legal holds: Data subject to litigation or investigation
- Regulatory requirements: Financial records, security logs
- Fraud prevention: Records needed to prevent abuse
- Technical limitations: Data in distributed backups (removed upon natural expiration)
We'll inform you if any exceptions apply to your request.
Verification & Certificates
After deletion, you'll receive an email confirmation that your data has been removed.
Enterprise customers can request a formal Certificate of Destruction containing:
- Confirmation of deletion
- Date and time of destruction
- Categories of data deleted
- Authorized signatory
Contact legal@simplyasking.io to request a certificate.
Contact Information
| Data Deletion Requests | legal@simplyasking.io |
| Deletion Certificates | legal@simplyasking.io |
| General Questions | legal@simplyasking.io |
Need to Delete Your Data?
Use our built-in tools or contact us for assistance with deletion requests and verification certificates.