Retention and Deletion Notice

How retention is determined

This notice supplements the applicable account and product notices. Information is retained for a defined service, organizational record, security, legal or dispute purpose, rather than under one universal period. A customer agreement or an item-specific notice may supply a more specific period. Any specific retention, export or deletion period expressly agreed for your service remains applicable. This general notice does not reduce those contractual rights.

Where a law requires a retention period, or a valid preservation duty applies, the affected information may need to remain after an account or subscription ends. The reason, scope and continuing need must be assessed. An audit label or technical difficulty does not, by itself, justify retaining every record forever.

Account, authentication and service records

Account profile and organization-link information supports the active account, authorized access, account recovery and the handling of account-related requests. Closure may require transfer of an organization's administration before personal access is removed. An organization membership and an individual's shared YSUITS ID are separate records.

Session records and authentication challenge information support their security and expiry purposes. Signing out or expiry ends the relevant access; it does not delete the profile, document history or legal acknowledgements. Passkey removal revokes the relevant credential record; it does not erase the organization's business records.

Acknowledgement and administrative audit records can be needed to establish the notice version, permission or action that applied at a particular time. Retained evidence must be limited to the legitimate purpose, with unnecessary content removed or appropriately deidentified when that purpose no longer needs it.

Organization content and financial records

The customer organization determines the business purpose and authorized retention instructions for its workspace records. These can include manual accounting entries, source documents, donor and contribution records, personnel information, approvals and reports. Financial, tax, employment, charitable and litigation requirements can differ by record and jurisdiction.

An individual request does not authorize destruction of another person's information or the organization's legally required books. We review the record, the requesting person's rights, customer instructions and lawful exceptions. Where full deletion cannot lawfully occur, an appropriate outcome may include correction, restricted access, removal of unnecessary identifiers or a specific explanation of the retained material.

Before ending a service, arrange an authorized export and any required record transfer. A subscription cancellation, unpaid invoice, rejoining an organization or removal of a user is not, by itself, proof that records were erased or that every product offers the same export or restoration window.

Time-limited trial material

A trial or usage allowance does not create unlimited storage. Where time-limited trial storage is actually offered, the collection notice must identify what is temporary, its expiry and the available export or upgrade window. A reset of a monthly usage allowance does not renew an earlier data batch or prove it has been deleted.

Where an enabled trial offers temporary storage, its collection notice states the initial retention period, the expiry of later trial batches and the time available to export or upgrade. Do not rely on trial storage as the only copy of records you must preserve.

Trial expiry is limited to the identified trial material. Ordinary manual accounting records, paid records, adopted or shared business evidence and records under a valid legal hold require their own retention assessment. A free allowance ending does not authorize automatic payment, enrollment in a paid plan or destruction of those separate records.

Whether an upgrade preserves trial material depends on the service's stated terms and when the upgrade becomes effective. Keep the confirmation and contact support promptly if the item's displayed expiry does not reflect your upgrade. We review the effective upgrade time when resolving a retention issue.

Correspondence, requests and processing copies

Support and privacy correspondence is retained as needed to investigate and answer the matter, document the response, handle an appeal and establish compliance or a dispute position. Do not include unrelated confidential material. A minimal record of an objection or withdrawal may be needed so the preference is respected without keeping the original content.

Uploaded originals, extracted text, derived images, reports, queues and caches may require separate handling. Deleting one visible attachment does not establish that all derivatives or provider copies are gone. A deletion outcome should identify its scope and any remaining lawful processing; a recorded request or a reviewer changing its status is not the deletion operation itself.

Backups and service providers

Backups and recovery copies are distinct from active service records. Where deletion from an existing backup cannot be performed immediately, the affected data must remain protected and limited to the legitimate recovery or preservation purpose until the applicable retention ends. A restore must account for prior valid deletion and restriction instructions before the restored information returns to ordinary use.

Provider retention and deletion must be addressed for the actual provider and service. We do not promise a universal backup-erasure deadline or zero provider retention without a verified, applicable schedule. Contact support@ysuits.com for the relevant period or restriction if it is material to your intended use.

How to request a retention decision

Contact your organization's administrator for its records, or email support@ysuits.com with the service, organization and information concerned. You can ask for access, an available copy, correction, deletion, restriction or an explanation of a retention decision. Do not send government identification or complete financial records in the initial email.

We review identity and authority proportionately and explain the action taken, any lawful limitation and an applicable appeal route. A retention exception must not be used to defeat rights the law gives you. The regional supplements explain applicable rights and response periods.