Data Retention & Deletion
You decide how long your documents stay in AppliFlo. This page explains our default timelines and how to export or delete data.
1. How long we keep data
| Data | Kept |
|---|---|
| Documents, templates, clients, field values | Until you delete them. Deleted items stay in Trash for 30 days, then are permanently deleted. |
| Signed documents and their audit trail | Until the sender deletes the document. The audit trail is kept with the document, so that its signatures can be verified. |
| Saved “Fill as me” details | Until you delete them or close your account |
| Account and workspace details | While your account is open, then as described in section 3 |
| Signing links | They stop working when a document is completed, voided or expires |
| Security and access logs | Up to 30 days |
| Database backups | Up to 7 days, then overwritten |
| Billing records | 7 years, to meet tax-record laws |
| Data at AI providers | Not kept for training. Temporary copies, under each provider’s terms: Microsoft Azure Document Intelligence deletes documents and results within 24 hours; Google Vertex AI caches data in memory for up to 24 hours, and Google may log prompts to detect abuse under its terms; Anthropic deletes inputs and outputs within 30 days, unless they are flagged under its usage policy. |
2. Exporting your data
You can download any document, signed copy and certificate of completion from the app at any time. To export your whole workspace, email support@appliflo.com from an owner’s address. We will send a download link within 14 days.
3. Closing your account
- Leave a workspace: an admin removes you, and your access ends immediately.
- Delete your personal account: email privacy@appliflo.com. We delete your profile and saved details within 30 days. Documents you created in a team workspace belong to that workspace and stay with it.
- Delete a workspace: the owner emails us. After a 30-day export window, we delete all of the workspace’s data within 60 days, and from backups as they expire.
4. Legal holds
We may keep specific data longer if the law requires it, or to deal with fraud, abuse or a legal claim. If we do, we keep only what is needed, and protect it for as long as we hold it.
