Data retention
Last updated October 12, 2026
This page says how long each kind of data is kept and what happens when it is deleted. It is part of our privacy policy and Data Processing Agreement. Where a period below is enforced by the product itself, we say so; the rest are commitments we keep by hand.
| What | Kept for | Details |
|---|---|---|
| Your workspace records | For as long as the workspace exists | Services, locations, bills, projects, tickets, renewals, notes and the change history behind them. Any record can be deleted by your team at any time, and the history of a deleted record goes with it. |
| Uploaded files (bills, quotes, contracts) | For as long as the workspace exists | Stored privately and read only by your team, your advisor and the document reader. Delete a file and it is removed from storage, and from backups within 14 days. |
| A deleted workspace | Removed within 30 days; backups within 90 days | Ask an admin to delete the workspace, or email us. Billing records we have to keep (invoices, payment history) stay with our payment provider for the period tax law requires. |
| A deleted person | At once; backups within 14 days | Delete your account from My settings. Your profile, settings and sign-in history go immediately. Changes you made to shared records stay, attributed to a removed user, so the record's history remains whole. |
| Sign-in history | 180 days | When, how and from which device and address each person signed in. Admins see their team's list on the Team page; everyone sees their own on My settings. Older entries are removed automatically every day. |
| Nightly backups | 14 days | A compressed copy of every table is written each night to private storage and deleted after 14 days, alongside the database's own point-in-time backups. |
| Shared renewal links | 30 days | A brief shared by link stops working after 30 days, or sooner when your team turns the link off. |
| Email alerts and sign-in codes | The provider's log period | Our email provider keeps a delivery log for the emails we send, used only to confirm that an alert arrived. Sign-in codes themselves expire in minutes. |
| Document reading | Up to 30 days at the AI provider | A bill or quote is sent for reading and the result comes back to your workspace. Under its API terms the provider may keep the request for up to 30 days to check for abuse, then deletes it, and never uses it to train models. |
| Error reports | 90 days | When something breaks, the error and the page it happened on are recorded so we can fix it. Personal details are not sent on purpose; an error message can still contain what was on the page. |
| Support requests and emails to us | As long as needed to answer them, then up to 3 years | So we can see what was agreed if a question comes back. |
Getting your data out
Inventory, renewals, bills, lines and history export to CSV from inside the product. Each person can download everything we hold about them from My settings. A full copy of a workspace is available on request to an admin.
Legal holds
If the law, a court or a regulator requires us to keep something longer than the periods above, we keep only what is required, for only as long as required, and tell the workspace admins unless we are prohibited from doing so.
Changes
If a period above gets shorter, nothing changes for you. If one gets longer, we email workspace admins before it does.
Questions? Email hello@demarclabs.com. See also our terms of service and privacy policy.