Data Retention

Data Retention Overview

SearchRank AI retains your data for specific periods based on the type of information and your subscription plan. We balance providing historical insights with responsible data management and privacy protection.

Retention by Data Type

Account Information

Retention Period: Active account + 30 days
Includes:
- Email address
- Profile information
- Account settings
- Preferences

After Account Deletion:
- 30-day recovery window
- Permanent deletion after 30 days
- Anonymized analytics may be retained

Domain Configurations

Retention Period: Duration of account + 30 days
Includes:
- Domain settings
- Brand names and aliases
- Fuzzy matching thresholds
- Competitor lists

On Deletion:
- Soft delete immediately
- Recoverable for 30 days
- Permanent removal after recovery period

Prompt Data

Retention Period: Plan-specific
Free Plan: 30 days
Pro Plan: 1 year
Enterprise: Configurable (up to 7 years)

Includes:
- Prompt text
- Execution schedule
- Category tags
- Associated metadata

Execution Results

Retention Period: Plan-specific
Free Plan: 30 days
Pro Plan: 1 year
Enterprise: Configurable (up to 7 years)

Includes:
- AI responses received
- Brand mention detection results
- Citation analysis
- Competitor mentions
- Sentiment analysis

Analytics Data

Retention Period: Plan-specific
Free Plan: 30 days
Pro Plan: 2 years
Enterprise: Configurable (up to 7 years)

Includes:
- Aggregated metrics
- Trend data
- Historical performance
- Comparative analysis

Retention by Plan

Free Plan

• Execution results: 30 days
• Analytics: 30 days
• Exports: 7 days
• Audit logs: 30 days

Pro Plan

• Execution results: 1 year
• Analytics: 2 years
• Exports: 90 days
• Audit logs: 1 year

Enterprise Plan

• Execution results: Configurable (1-7 years)
• Analytics: Configurable (1-7 years)
• Exports: Configurable
• Audit logs: Configurable

System Logs

Access Logs

Retention: 90 days
Includes:
- Login attempts
- API access
- Feature usage
- Security events

Purpose: Security monitoring, troubleshooting

Error Logs

Retention: 30 days
Includes:
- Application errors
- Failed operations
- System issues

Purpose: Debugging, service improvement

Audit Trails

Retention: Plan-specific (30 days - 7 years)
Includes:
- Configuration changes
- Data access records
- Administrative actions

Purpose: Compliance, accountability

Billing Information

Payment Records: 7 years (tax compliance)
Invoices: 7 years
Subscription History: Account duration + 7 years

Note: Required for legal and financial compliance

Data Deletion Processes

Automatic Deletion

Data automatically removed when retention period expires:

• Daily cleanup jobs run at 2 AM UTC
• Data beyond retention period identified
• Secure deletion executed
• Confirmation logged

Manual Deletion

You can delete data before retention period ends:

1. Navigate to Settings → Data Management
2. Select data type to delete
3. Confirm deletion request
4. Data enters 30-day recovery window
5. Permanent deletion after recovery period

Account Deletion

When you delete your account:

1. All personal data marked for deletion
2. 30-day recovery window begins
3. After 30 days, permanent deletion
4. Some anonymized data may be retained for statistics
5. Billing records kept for legal compliance (7 years)

Data Recovery

Recovery Window

Recover accidentally deleted data within 30 days:

1. Contact support immediately
2. Verify account ownership
3. Specify data to recover
4. Recovery processed within 24 hours

After Recovery Period

Once 30 days pass:

• Data permanently removed from systems
• Removed from backups within 90 days
• Cannot be recovered
• Deletion confirmation provided

Backup Retention

Daily Backups: 30 days
Weekly Backups: 90 days
Monthly Backups: 1 year

Deleted data removed from backups:
- Within standard backup rotation
- Maximum 90 days after account deletion

Legal Holds

In certain circumstances, data may be retained longer:

• Legal investigations
• Regulatory requirements
• Dispute resolution
• Fraud prevention

You'll be notified if a legal hold affects your data (unless prohibited by law).

Extending Retention

For enterprise customers:

• Custom retention periods available
• Up to 7 years for compliance needs
• Industry-specific requirements supported
• Contact sales for custom configurations

Data Export Before Deletion

Before data is deleted:

1. Export notifications sent 7 days before
2. Download your data in standard formats
3. Ensure you have what you need
4. Contact support to extend if needed

Retention Policy Updates

If we change retention policies:

• 30-day advance notice provided
• Existing data grandfathered where possible
• Option to export before changes
• Clear communication of changes

Best Practices

1. Understand your plan's retention periods
2. Export important historical data regularly
3. Set reminders before data expiration
4. Consider plan upgrade for longer retention
5. Document which data you need to keep
6. Review retention needs annually

Questions About Retention

Contact us for:

• Custom retention requirements
• Compliance-specific needs
• Data deletion requests
• Recovery assistance

Email: [email protected]
Support: [email protected]

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