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Data Retention
1. INTRODUCTION
This document outlines the approach of Flowace Technologies Private Limited (hereinafter referred as “Flowace”) to data retention and deletion, specifying how your data is handled based on account type and user actions.
Capitalized terms used but not defined in this Data Retention and Deletion Protocol have the meaning given to them in the Terms of Service.
2. STANDARD OF DATA RETENTION PERIODS
| Account Type | Data Type | Retention Period |
| Paid Accounts (Basic, Standard and Premium) | Default Screenshots | 0 day (Retention period may vary based on account upgrades, available for an additional charge, which may grant access to extended retention periods). |
| Default Detailed Timesheet
or Raw Data |
30 days (Retention period may vary based on account upgrades, available for an additional charge, which may grant access to extended retention periods). | |
| Aggregated Data for Reports | Forever/Unlimited. | |
| Count of Projects & Tasks | Up to 1,00,000 per organization workspace. | |
| Trial Accounts | All account data | Users receive a 7-day free trial starting from registration, which includes access to timesheet raw data and screenshots. If no upgrade is made within this period, the account will be suspended. After suspension, the user has 14 more days to reinstate the account; otherwise, the workspace will be permanently deleted after 14 days. |
3. UPGRADING PLANS AND ACCESS TO HISTORICAL DATA
When you upgrade to a higher plan, you gain access to historical data that exceeds the retention period of your current plan. This data is not deleted; rather, it becomes accessible upon upgrading to a higher-tier plan.
4. USER DATA STORAGE SUBSCRIPTION FOR PAID ACCOUNTS
Users with paid accounts have the option to purchase additional storage to extend data retention. If the subscription expires, any stored data will be automatically deleted.
5. DELETION OR RETURN OF USER DATA
5.1 Delete a User Account:
User accounts can be deleted from within the account settings, which will result in the permanent deletion of all associated user data for that user. Once deleted, Flowace will be unable to retrieve or recover any of the data.
However, even after account deletion, certain information may be retained for business purposes or to comply with legal and regulatory obligations. For example, data related to an ongoing legal claim may be preserved but will not be used for any other purposes. Additionally, aggregated data will continue to exist even after an account is deleted.
You may request the deletion of your entire account by submitting a written request to Flowace. Contact information for this purpose is available here: https://flowace.ai/contact-us/. Upon receiving such a request, Flowace will commence the process for deletion of your account and all associated user data. Flowace will retain the user data for 14 (fourteen) days following termination or expiration, after which it will be permanently deleted.
You should ensure that you download and export any user data or reports you wish to retain before initiating deletion. This can be done manually or programmatically via Flowace public API.
5.2 Return of User Data:
If you wish to retrieve your user data, you may download and export the relevant data reports through your account settings. Further details are available at: https://flowace.ai/help/how-to-download-the-reports/ and in case of any doubts can get in touch with us at https://flowace.ai/contact-us/.
6. DORMANT ACCOUNTS AND AUTOMATIC DELETION
Flowace considers accounts dormant and schedules data for deletion under the following conditions:
| Account Type | Dormant Status |
| Paid Accounts | For 14 days after non-payment. Both the account and associated data are automatically deleted if payment is not made within this period. |
| Trial Account | For 14 days after the trial period ends, if no upgrade to a paid account is made. Both the account and associated data are automatically deleted after this period. |
7. ACCESSING AND DOWNLOADING USER DATA
We recommend that you regularly evaluate whether you need to retain user data on your own systems after the expiration of our user data retention periods (as outlined above). In addition to purchasing a user data storage subscription, you have the ability to download and export reports at any time.
Information on how to retrieve and download reports is available in our support knowledge base at https://flowace.ai/help/how-to-download-the-reports/.
8. SECURE DELETION OF USER DATA
8.1. Once Flowace identifies user data for deletion – such as after the expiration of the retention period, when an account becomes dormant, or when you request data deletion – Flowace will ensure that the data is securely overwritten or destroyed. This process ensures the data can no longer be accessed, processed, viewed, or reconstructed.
8.2. However, certain data that has been anonymized and no longer contains personally identifiable information (PII) may be retained for purposes such as machine learning, research, and development activities. This anonymized data will be stripped of any elements that could link it back to an individual or specific user, preserving privacy while allowing Flowace to enhance its services and develop new features. By anonymizing data, Flowace is able to derive valuable insights while adhering to its commitment to user privacy and data protection.
9. COMPLIANCE WITH APPLICABLE LAWS
Flowace data retention and deletion policies are designed to comply with all relevant laws and regulations. In certain circumstances, data may be retained beyond the standard retention periods due to legal obligations, such as tax or financial record-keeping requirements, or in accordance with court orders or regulatory mandates that require extended retention.
