Retention and Deletion Policy

This is the proposed operational schedule for the supervised pilot. Menerai keeps personal information only for an identified service, contract, security, evidentiary, or legal purpose and separates records that need different periods. Paid activation remains blocked until the application, providers, exports, backups, owners, and evidence meet this schedule.

• Active workspace/member/configuration data: active term.
• Post-termination export window: 30 days after access ends.
• Active workspace-content deletion: within 30 additional days.
• Encrypted backup expiry: within 35 days after active deletion.

If a backup is restored for recovery, deletion records must be replayed before ordinary access. Backup information is not restored for routine customer use.

• Lead/customer, appointment, estimate, lifecycle, and email/SMS content: 24 months after last activity by default while active.
• Call metadata, post-call transcript/summary, and extracted details: 12 months after the call.
• Audio recording: not collected or stored by MenerFlow; recording remains disabled.
• Communication delivery records: 24 months after attempt, with content minimized.
• AI conversation content: 12 months after last activity.
• AI audit/human-review evidence: 24 months, or six years when part of a contract, complaint, or incident file.

Personal information used to make a direct decision about an individual is retained at least one year where BC PIPA requires. A Customer may request a shorter lawful schedule.

• Consent proof: relationship or last reliance plus six years.
• Suppression and own-do-not-call evidence: relationship plus six years and as long as needed to prevent prohibited contact.
• Routine application/security logs: 12 months.
• Ordinary support records: 24 months after closure.
• Privacy requests/complaints and contract-acceptance evidence: six years after closure or agreement end.
• Security/privacy incident files: six years after closure and never less than 24 months where PIPEDA's breach-record rule applies.

• Billing, tax, invoice, payment-status, and accounting records: seven fiscal years after the relevant reporting period, subject to accountant confirmation.
• Rejected, infected, abandoned, or quarantined uploads: seven days unless an incident hold applies.
• Deletion-pending upload retry: no more than 30 days, with escalation.

Verified owners may request export or deletion through Support. Menerai checks authority, the one-year decision minimum, financial records, suppression, incidents, disputes, and legal holds before deletion. A legal hold is narrowly scoped, reviewed every 90 days, and released in writing; the ordinary deletion rule resumes within 90 days after release.

Completion evidence records the systems/providers searched, job results, exception purpose/owner/expiry, export delivery, and backup-expiry date without copying deleted content into the log.