Data Retention and Deletion
1. What we retain by category
Site visitor data: analytics data is retained for 12 months, then aggregated or deleted.
Demo request data: contact information and plan selections are retained for up to 24 months. The PostHog profile that links a demo requester's name and email to their site visits follows the same 24-month period and is deleted with the request.
Customer user data: account and authentication data is retained for the duration of the customer relationship.
Customer operational data: orders, inventory records, routes, invoices, and other operational data entered by the customer is retained for the duration of the customer relationship plus a data export window.
2. Retention periods
| Data category | Retention period |
|---|---|
| Site analytics | 12 months |
| Demo requests | 24 months |
| Customer accounts | Duration of relationship |
| Operational data | Duration of relationship + export window |
| Audit logs | Immutable, see below |
| Backups | 30 days after primary deletion |
3. What happens on termination
When a customer relationship ends, we provide a 30-day data export window during which the customer can download their operational data. After the export window closes, operational data is deleted from production systems within 30 days. Backup copies may persist for up to 30 additional days before being purged.
4. Deletion requests and legal hold
You may request deletion of your personal data at any time by contacting privacy@foodlineai.com. We will process deletion requests within 30 days. Deletion may be delayed if the data is subject to a legal hold, regulatory requirement, or ongoing investigation.
5. The audit log exception
The audit log is immutable by design. Posted invoices and inventory movements cannot be altered. Corrections are made by linked reversal, not by editing the original record. This means a right-to-erasure request cannot delete a ledger entry. This is a deliberate design choice that preserves the integrity of the financial and operational record, and it is consistent with regulatory requirements for food safety traceability and financial record-keeping.
6. Backup retention
Deletion from backups lags behind deletion from production systems. When data is deleted from production, it may remain in encrypted backups for up to 30 days before the backup rotation cycle removes it. Backups are encrypted and access-controlled, and backup data is never used for any purpose other than disaster recovery.