ZipZy® Data Retention Policy

1.1 Purpose Limitation. Personal data is retained only for the period necessary to fulfil the purpose for which it was collected.

1.2 Storage Limitation. Once the applicable purpose expires and no legal obligation requires continued retention, data is deleted or permanently anonymised.

1.3 Automated Enforcement. Retention schedules are primarily enforced through automated retention and deletion processes rather than manual intervention.

1.4 Legal Compliance. Where applicable law requires minimum retention periods, those legal requirements override operational retention periods and deletion requests.

1.5 Customer Control. Subject to legal obligations and technical limitations, Customers control the lifecycle of their own Customer Data through the Services.

This Policy applies to all categories of information processed through the Services, including account records, Customer Content, analytics, interaction data, billing records, technical logs, security records, support communications, consent records, backups, and related operational data.

This Policy does not apply to data processed entirely by third-party services that Customers independently connect to the Services or content hosted on external destinations reached through ZipZy® links.

3.1 Account and Identity Data

3.2 Customer Content

3.3 Analytics and Interaction Data

Where a subscription plan provides a shorter analytics history than the platform maximum, the plan entitlement governs. Downgrading a plan may reduce access to historical analytics and eventually result in deletion of data beyond the permitted retention period.

Certain Services allow Customers to configure retention periods for specific categories of Customer Data, including analytics, form submissions, CRM records, and messaging records.

4.1 Shorter Retention. Customers may configure shorter retention periods than the default values where supported by the Services.

4.2 Maximum Limits. Customer-configured retention periods cannot exceed the maximum retention periods defined in this Policy and cannot override statutory retention obligations.

4.3 Enterprise Arrangements. Enterprise Customers requiring custom retention schedules may request them through privacy@zipzy.in. Approved arrangements are documented in the applicable Order Form or Enterprise Agreement.

Deletion processes are designed to permanently remove Customer Data while maintaining service reliability and operational integrity.

5.1 Live Systems. Deleted records are removed from production databases and storage systems. Most deletions occur immediately; larger objects may complete within 24 hours.

5.2 Soft Delete. Certain resources enter a temporary recovery state before permanent deletion, generally for 30 days, allowing recovery from accidental deletion.

5.3 Hard Delete. After the recovery period expires, records are permanently removed and cannot be restored.

5.4 Search Indexes and Caches. Search indexes, derived metadata, and application caches are updated or removed within approximately 24 hours following permanent deletion.

5.5 CDN Caches. Cached content stored by content delivery networks is invalidated as quickly as practical. Remaining cached copies normally expire according to cache lifetime, typically within one hour.

5.6 Subprocessors. Where Customer Personal Data is processed by subprocessors, deletion requests are communicated to those providers in accordance with contractual obligations.

5.7 Cryptographic Erasure. Where direct deletion is technically impractical, encrypted data may be rendered permanently inaccessible through destruction of the associated encryption keys.

5.8 Media Disposal. Physical storage media reaching end-of-life are securely sanitised or physically destroyed in accordance with recognised industry practices.

Backups exist solely for disaster recovery, service restoration, and business continuity. They are not intended for routine access or archival purposes.

6.1 Backup Purpose. Backup systems allow restoration following hardware failure, accidental deletion, corruption, or major service disruption.

6.2 Backup Retention. Data Backups are maintained on a rolling 35-day retention schedule after which they are automatically destroyed.

6.3 Deleted Data. Data deleted from production systems may remain within existing Data Backup snapshots until the applicable backup rotation completes.

6.4 Backup Security. Backup copies remain encrypted, access-controlled, and protected under the same contractual and organisational safeguards that apply to production data.

6.5 Restored Backups. Where deleted data is unintentionally restored during disaster recovery, appropriate deletion procedures are executed again as soon as operationally feasible.

Inactive accounts may eventually be deleted to reduce unnecessary storage and improve platform security.

7.1 Free Accounts. Free Accounts with no login or meaningful activity for 24 consecutive months are considered inactive. Reminder notices are issued before deletion, which generally occurs after 36 months of continued inactivity.

7.2 Paid Accounts. Active paid subscriptions are not deleted solely because of inactivity while billing remains current.

7.3 Trial Accounts. Trial accounts that are not converted into paid subscriptions may be deleted following extended inactivity, generally after 12 months.

7.4 Reactivation. Logging in, using the API, or other qualifying activity before deletion resets the inactivity period.

7.5 Notices. Inactivity notifications are sent to the registered email address. Customers are responsible for maintaining accurate contact information.

When an Account is closed or terminated, Customer access ends and the data lifecycle enters the post-termination retention process described below.

8.1 Immediate Effects. Access to the Services ceases, API keys are revoked, scheduled jobs are cancelled, hosted resources become unavailable, and associated custom domains are released in accordance with operational procedures.

8.2 Export Window. Customer Data remains available in a restricted state for 30 days following closure to allow export or account reactivation where permitted.

8.3 Permanent Deletion. After the export period expires, Customer Data is permanently deleted or irreversibly anonymised from production systems. Residual Data Backup copies are removed as the backup rotation completes.

8.4 Resource Reuse. Released custom link slugs, workspace identifiers, and similar resources may become available for future use. Certain high-value identifiers may remain quarantined temporarily to reduce abuse risks.

8.5 Statutory Exceptions. Financial records, consent records, abuse-prevention records, and other information subject to statutory retention obligations remain retained for the periods described in this Policy.

8.6 Abuse Terminations. Accounts terminated for fraud, abuse, security violations, or violations of the Acceptable Use Policy may have limited identifying information retained for up to 5 years to prevent ban evasion and satisfy legal obligations.

Customers and eligible individuals may request deletion of personal data in accordance with applicable law and our contractual obligations.

9.1 Self-Service. Many resources can be deleted directly through account settings, including individual records, bulk resources, or complete Account closure.

9.2 Written Requests. Written deletion requests may be submitted to privacy@zipzy.in. Requests are normally acknowledged within 24 hours and completed within 30 days following identity verification.

9.3 End Users. Individuals whose personal data has been submitted by a ZipZy® Customer should normally direct deletion requests to that Customer, who acts as the Data Controller or Data Fiduciary. We assist Customers in fulfilling such requests where appropriate.

9.4 Deletion Confirmation. Written confirmation of completed deletion is available upon request. Enterprise Customers may also request formal deletion certificates.

9.5 Partial Deletion. Where certain records cannot legally be deleted because of statutory obligations or legal holds, we delete all remaining eligible data and explain which categories must continue to be retained.

10.1 Legal Holds. Automatic deletion may be suspended where data is relevant to litigation, regulatory investigations, law enforcement requests, or other legally binding preservation requirements.

10.2 Limited Scope. Legal holds apply only to the specific records reasonably required for the applicable legal matter and are removed once preservation obligations end.

10.3 Customer Notification. Where legally permitted, affected Customers are informed when a legal hold affects their data.

10.4 Mandatory Retention. Certain categories of information—including financial records, tax documentation, and consent records—must be retained for statutory minimum periods and cannot be deleted before those obligations expire.

Some categories of information are anonymised rather than deleted where ongoing statistical or operational analysis remains beneficial.

11.1 Irreversible Anonymisation. Anonymisation permanently removes or destroys identifiers so that individuals cannot reasonably be re-identified.

11.2 Aggregated Data. Aggregated operational statistics may be retained indefinitely for service planning, product improvement, capacity management, and reporting provided individual Customers cannot be identified.

11.3 Customer Privacy. We never intentionally publish aggregated information in a way that identifies an individual Customer without appropriate consent or another lawful basis.

11.4 Pseudonymised Data. Information that remains capable of re-identification through retained keys continues to be treated as personal data and remains subject to this Policy.

Customers may export their Customer Data at any time during an active subscription using the export functionality provided within the Services or through supported APIs where available.

12.1 Available Formats. Exported data is generally provided in commonly used machine-readable formats such as CSV or JSON, depending on the type of information being exported.

12.2 Post-Termination Export. During the post-termination export period described in Section 8, eligible Customers may continue exporting Customer Data before permanent deletion occurs.

12.3 Manual Assistance. Enterprise Customers requiring large-scale or complex exports may request assistance from support@zipzy.in. Additional professional service charges may apply where significant manual effort is required.

12.4 Final Opportunity. Once permanent deletion has completed, Customer Data cannot be recovered from production systems or backup media.

Automated retention and deletion processes are continuously monitored to ensure this Policy is applied consistently across the Services.

• Retention jobs execute on scheduled intervals with audit logging.
• Deletion operations are monitored and failures generate operational alerts.
• Retention schedules are reviewed at least annually and whenever legal or regulatory requirements change.
• New Service modules are reviewed before launch to ensure appropriate retention periods are established.
• Enterprise Customers may request relevant compliance documentation where permitted under applicable agreements.

We may update this Data Retention Policy from time to time to reflect changes in our Services, legal obligations, operational practices, or regulatory requirements.

Material changes that could reasonably affect Customer Data retention are generally communicated at least 30 days before taking effect, allowing Customers sufficient time to export data where appropriate.

Where longer retention becomes legally mandatory, updated statutory requirements apply immediately to the extent required by applicable law.

Privacy Team
Prince Tyagi
privacy@zipzy.in

Postal Address
Pranava Company Group (ZipZy®)
62, Mandola, Loni
Ghaziabad, Uttar Pradesh 201102
Bharat (India)

Related Policies: Privacy Policy • Terms of Service • Data Processing Addendum • Security Policy • Billing Policy • Law Enforcement Request Policy.

This Policy is reviewed regularly to ensure that Customer Data is retained only for appropriate operational, contractual, and legal purposes, while supporting transparency, accountability, and applicable privacy laws.