Data Retention Policy

Effective date: March 7, 2026

Overview

This policy describes how long Signalix retains different categories of data. We retain data only as long as necessary to provide the service, comply with legal obligations, resolve disputes, and enforce our agreements. Data past its retention period is automatically purged or anonymized.

Retention Schedule

Data Category	Data Types	Retention Period	Justification
Account & Profile Data	Name, email, phone, employee ID, profile photo	Duration of account + 30 days after deletion request	Required to provide the service; deleted upon verified request
Authentication Data	Session tokens, login history	Active session duration; login history retained 90 days	Managed by Clerk; needed for security auditing
GPS Location Data	Latitude/longitude from clock-in/out events	12 months from the clock event date	Required for attendance verification and labor compliance; auto-purged after retention period
Clock-In/Out Records	Timestamps, site associations, shift linkage	24 months	Required for timesheet generation, payroll, and labor law compliance
Shift Schedules	Shift assignments, times, site assignments	24 months	Operational records; needed for payroll and historical scheduling
Timesheets	Approved/rejected timesheets, hours worked	36 months	Labor law compliance (FLSA requires 3-year retention of payroll records)
Incident Reports	Incident details, timestamps, associated photos	36 months	Legal and insurance compliance; may be needed for litigation holds
Work Orders	Work order details, status, assignments	24 months	Operational records; vendor billing reconciliation
Daily Activity Reports	Guard activity logs, patrol logs	24 months	Client contractual requirements; operational compliance
Uploaded Documents	Licenses, certifications, invoices (S3)	Duration of account + 90 days after org deletion	Required for compliance verification; purged after org offboarding
Payment Data	Transaction records, subscription history	7 years (financial records)	Tax and financial compliance; actual card data stored by Stripe only
SMS Logs	Masked phone numbers, message status, delivery timestamps	12 months	Debugging, compliance auditing, TCPA dispute resolution
Analytics Events	Anonymized page views, feature usage, click events	12 months	Product improvement; no PII is captured in analytics
Error Logs (Sentry)	Error stack traces, browser metadata	90 days	Debugging and performance monitoring
Audit / Activity Logs	User actions, admin changes, system events	24 months	Security auditing and compliance

Deletion Requests

You may request deletion of your personal data at any time through our Data Request page. Upon receiving a verified deletion request:

Personal identifiers (name, email, phone) are deleted within 30 days
GPS location data associated with your account is purged
Uploaded documents are removed from storage
Operational records (timesheets, shifts) may be anonymized rather than deleted to maintain organizational records integrity
Data required for legal compliance or active disputes may be retained as required by law

Organization Offboarding

When an organization cancels their Signalix subscription and requests data deletion:

All organization data is scheduled for deletion within 90 days
A data export is offered before deletion begins
Financial and payment records are retained per legal requirements (7 years)
After the retention period, all remaining data is permanently and irreversibly deleted

Automated Data Purging

Signalix runs automated background jobs to purge expired data according to this schedule. Purge jobs run daily and target data that has exceeded its retention period. All purge operations are logged for audit purposes.