Data Retention Policy
Last updated: June 19, 2026
1. Purpose
This policy explains how long RNSoft Solutions Ltd. retains customer data, under what conditions data is deleted, and how customers can request deletion or export their data. It forms part of our commitment to data minimization and the principles of PIPEDA (Canada).
2. Retention while account is active
All data you enter into RNSoft CRM is retained indefinitely while your account is active and in good standing. You can view, edit, export, or delete individual records at any time from within the application.
3. Soft-deleted records
When you delete a record in the CRM (contact, deal, lead, etc.), it is initially soft-deleted — it is hidden from the interface but retained in the database. This protects against accidental deletion and allows us to maintain referential integrity in audit logs.
Soft-deleted records remain in the database and can be restored from the recycle bin while your workspace is active. They are permanently removed when your workspace is deleted (see section 4). We do not run a separate timed purge of individual deleted records.
4. Account cancellation or termination
| Event | Retention period | What happens after |
|---|---|---|
| Customer requests cancellation | 30 days | Permanent deletion of all tenant data |
| Account terminated by RNSoft (policy breach) | 30 days | Permanent deletion; export available on request during grace period |
| Customer requests immediate deletion | Within 30 days of your request being actioned | Permanent deletion with confirmation email |
| Non-payment / account lapse | 30 days | After automated payment retries fail and the subscription is cancelled, the same 30-day deletion window as cancellation begins |
5. What "permanent deletion" means
Permanent deletion removes all rows in our database where your workspace ID (tenant_id) matches. This includes contacts, leads, deals, organizations, activities, orders, products, custom field definitions, settings, team memberships, and audit logs.
After deletion, data may persist in Supabase automated backups for up to 7 days before those backups cycle out. These backups are encrypted, inaccessible to customers, and are not accessible to RNSoft staff except to restore service in a catastrophic failure scenario.
6. Audit log retention
Audit logs are retained for the life of the account. They are included in your data export. Upon account deletion, audit logs are deleted along with all other tenant data.
7. AI processing (business card scanner)
When you use the business card scanner, your image is sent to Anthropic's API for processing. RNSoft does not retain the original image. Anthropic's data handling is governed by Anthropic's Privacy Policy.
8. How to export your data before leaving
Sign in → Settings → Export & Portability → "Download my data". This generates a ZIP file with one CSV per data type. Export is available instantly at any time, no notice required.
9. How to request deletion
Email info@rnsoftsolutions.com with subject line "Data Deletion Request". Include your workspace name and login email. Once your request is actioned, we permanently delete your data within 30 days and send a deletion confirmation email.
10. Contact
Privacy Officer, RNSoft Solutions Ltd.
Ontario, Canada
info@rnsoftsolutions.com