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Data Retention Policy

1. Purpose

The purpose of this Data Retention Policy is to establish guidelines for the retention and disposal of data within FeatureBoard to ensure compliance with data protection regulations and best data management practices.

2. Retention period

Data will be retained for a period of 37 days from cancelation date (‘Soft Delete’ phase).

  • During the first 7 days, environment API keys will remain functional.
  • During the 37 days, customers can invoke the data recovery process to reinstate organization data.
  • Customers have the option to request the immediate deletion of their data at any time. Upon receiving such a request, we will initiate the ‘Hard Delete’ process, ensuring the permanent and secure removal of their data from our systems.
  • After 37 days, the organization and all organization data will be permanently and irreversibly removed from our systems.

2.1. Soft Delete

When a subscription is canceled, the associated organization data will undergo a ‘Soft Delete’ phase.

During the ‘Soft Delete’ phase:

  • The organization will be marked as ‘deleted’ in our system.
  • Any environment API keys associated with the organization will remain functional for 7 days to avoid disruptions or crashes to a customer’s website or application. Furthermore, the response will include a warning, notifying the customer that the organization has been canceled.
  • Data associated with the canceled organization will be retained for an additional 30 days but will not be accessible to regular users.

2.2. Hard Delete

After the ‘Soft Delete’ phase, data associated with the canceled organization will undergo a ‘Hard Delete’.

During the ‘Hard Delete’ process, the organization data will be permanently and irreversibly removed from our systems.

3. Immediate deletion request

Customers have the right to request the immediate deletion of their data at any time. Upon receiving such a request, we will promptly initiate the ‘Hard Delete’ process, ensuring the permanent and secure removal of their data from our systems.

4. Compliance

This policy is designed to comply with relevant data protection laws, including but not limited to GDPR, CCPA, and other applicable regulations.

It is the responsibility of all employees and stakeholders to adhere to this policy.

For any questions or concerns regarding this policy, please contact the Privacy Officer.

5. Data Recovery Process

The data recovery process is only available during the ‘Soft Delete’ phase.

5.1. Initiate request

The customer initiates the data recovery process by raising a support ticket through Arkahna Product Support. This request must come from the previous organization owner.

5.2. Verification and authorization

In the support ticket, the customer is requested to provide the following information:

  • Name of the organization for which data recovery is being requested
  • Organization ID of the organization for which data recovery is requested
  • Owner received Organization ID in welcome email and cancellation email

The owner’s email address can be utilized as a reference if the organization information is not able to be provided.

Our support team will verify the provided information to ensure the request is legitimate and authorized by the old organization owner.

In cases where we are unable to verify the organization owner, the ticket will be escalated to the CEO or Managing Director for further review and authorization.

5.3. Data recovery

  • Once the request is verified, the customer will be instructed to create a new subscription in Azure Marketplace. This new subscription will serve as the destination for the recovered data.
  • Our support team will initiate the data recovery process. We will retrieve and transfer the requested organization data from the old subscription to the newly created subscription.

5.4. Confirmation and access

Once the data recovery process is complete, the customer will receive confirmation that their data has been successfully recovered and is accessible in the new subscription.

5.5. Close request

The support ticket raised for the data recovery request will be closed, and the customer will be provided with any relevant details or instructions for accessing their recovered data in the new subscription.