Legal
Data Retention and Deletion Schedule
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Account closure, cleanup of live data and expiry of retained copies are separate stages. Periods below apply to specific categories; there is no universal 14-day or 30-day erasure guarantee.
1. Deletion stages
We retain personal data according to its purpose and the systems that hold it. Closing an account starts or resumes cleanup of the personal account and live data within the supported deletion scope. Cleanup can remain pending while shared ownership, ongoing processing, billing liabilities or provider failures are resolved. Removing a file from the Library or deleting a workspace does not by itself confirm that every stored or derived copy is erased.
After supported live-account cleanup completes, information can remain in recovery copies, security and operational records, billing records, email services or other processors. Copies in an original connected service or held independently by another recipient are separate. We do not promise immediate physical overwriting or a fixed expiry across all systems.
2. Retention categories
| Category | Current period, criterion and limitations |
|---|---|
| Account profile, access and live personal content | Kept while the account or content is in use, then handled through the requested deletion scope. Supported cleanup can remain pending while specific ownership, active-processing, billing or provider blockers are resolved. Versions and derived copies are within the completed scope only when their corresponding cleanup has completed. |
| Original connected-service and independent recipient copies | Subject to the original service or recipient’s own retention and deletion controls. A separate authorized request may be necessary; deleting HeyBrain’s copy does not remove these copies. |
| Automated database and search recovery history | Current configured recovery windows are 14 days from the recovery point. This is not a guarantee that all copies disappear 14 days after a deletion request. Cache recovery is limited to one daily snapshot by count, rather than a guaranteed elapsed period. |
| Manual recovery and staging copies | May outlast automated recovery windows. No single automatic expiry or enforced review schedule is currently established. Recovery, security and specific legal obligations must be assessed for the relevant copy; a fixed deletion date cannot be inferred from the automated window. |
| Application logs | Current application-log configuration retains events for 30 days, followed by provider deletion processing. This period does not apply to every access, database, edge or node log. |
| Other operational and security logs | Retention depends on the particular security, incident, recovery or legal-hold purpose and configured rotation or lifecycle. Some layers currently lack automatic expiry; a uniform 30-day limit is not established. |
| Access, audit and query records | Retained separately from underlying content to evidence activity, security or a specific request. Some records can contain query text or supplied metadata; they are not universally content-free. A fixed automatic expiry across all of these records is not established. |
| Analytics and session replay | The current web client disables new session recording. Older recordings and other-client data can remain. The provider project’s 30-day setting concerns new recordings under that setting; it does not prove every historic recording has expired. No fixed event-history cutoff or complete historical deletion process is currently established. |
| Service emails, marketing contacts and delivery records | Service delivery, preference, suppression and complaint records have separate purposes. Opting out of marketing does not prove erasure of all contact or delivery history. Minimal suppression information may remain to avoid contacting an opted-out address. No universal SendX or other email-provider deletion deadline, or automatic provider erasure on account closure, is established. Resend’s published Pro-plan standard is 30 days for emails and logs and seven days for backups; account termination has a separate period. These are provider-specific periods, not a service-wide guarantee. |
| Billing, transaction and dispute records | Records needed for a specific legal or accounting obligation, or an identified dispute or claim, can remain after account closure. The applicable period depends on the responsible entity, record and obligation. A single global expiry has not been established; operational checkout parameters are minimized separately from retained financial evidence. |
| AI and other processing services | Retention depends on the particular service, account configuration and contract, including security, abuse-prevention and legal exceptions. Production Zero Data Retention and erasure of every past request are not established. No-training commitments do not mean no retention. |
| Deletion and retention evidence | Minimum request identifiers, scope and completion or hold evidence may be needed to demonstrate fulfillment or resolve a dispute. A specific expiry and minimization control for all such evidence is not currently established. |
3. Requests and status
Contact legal@heybrain.io to request deletion or ask which live layers have been cleaned, what remains blocked, and which retained categories still apply. You may submit a personal-data request even if self-service deletion fails or shared ownership needs resolution. Disappearance from a product list is not proof of complete erasure. The current product does not provide a comprehensive post-closure receipt for every processor or retained copy.
This schedule supplements the Privacy Policy and preserves its rights, complaint routes and applicable exceptions. Where EU or UK GDPR applies, we respond without undue delay and normally within one month. Where an extension is permitted, we explain it and its reasons within the initial period. This publication does not create a new consent, rewrite an earlier agreement record or establish that missing expiry controls have been implemented.