Data Retention & Deletion Policy

"DataJewellers" means Data Doodles Tech Private Limited, the operator of the DataJewellers service ("we", "us"). This policy explains how long each kind of record stays in DataJewellers, what happens when an account or a business ends, and where deletion stops. Read it with the Privacy Policy.

1. Principles

1. Records belong to the business. A workspace holds that business's own books. We host and process them; we do not delete them on our own initiative.
2. Keep only what the service needs, for as long as the service or the law needs it.
3. Deletion is honest. We describe what actually happens, including the parts that are not instant, and nothing is deleted quietly: ending a workspace is a staged process with an export window, not a switch.
4. Tax law comes first. A statutory retention period overrides a wish to delete.

2. How long we keep each kind of record

2.1 Account data

Names, email addresses, roles and password hashes are kept for the life of the account; a deactivated user's record stays as described in section 3.1. Account data otherwise follows the workspace and is removed at purge.

2.2 Business operational records

Invoices, credit and debit notes, purchases, customer, supplier and karigar records, stock and stock-movement history, ledgers, rates, tags and reports are kept for as long as the workspace exists; we do not prune them by age. An issued invoice cannot be edited or deleted at all — only cancelled with a reason, or corrected by a credit or debit note — so the record of what was billed survives even when the amount is reversed.

When a subscription lapses or an agreement ends:

1. Read-only. The workspace stays reachable and everything stays readable. Nothing is deleted yet.
2. Export window. Export what you need: CSV, Excel or PDF from the screens, and per-entity JSON from Settings → Legal & Privacy.
3. Archived. We mark the workspace archived, which starts a 90-day clock and records a purge-after date.
4. Purge. After that the workspace is scheduled for purge. The purge itself is a deliberate act performed by an operator, not an automatic job, so data may persist beyond 90 days until it is carried out. That is not a promise of extra time; do not rely on it.

Your tax records are your responsibility. Under the Income Tax Act, 2058, tax-relevant records must be kept for at least five years from the end of the income year concerned, and value-added-tax records for the period prescribed under the VAT Act, 2052 and its Rules (commonly stated as six years). Those duties sit with the business, not with DataJewellers, and outlast any subscription. Export your records before the purge. The Electronic Transactions Act, 2063 supports keeping such records electronically provided they stay accessible and reproducible in their original form — which an export in your hands achieves and a purged workspace does not.

2.3 Audit logs inside a workspace

The workspace audit log records significant actions with the user, time, network address and user agent. It is append-only and is not pruned during the life of the workspace — which is what makes it useful in a dispute months later. It is removed with the workspace at purge.

2.4 Our own platform audit records

Separately, DataJewellers keeps platform audit records of what we did: operator sign-ins, support sessions and their stated reasons, plan and lifecycle changes, legal-document publications. These are our own records of our actions as provider, append-only, and retained beyond the life of an individual workspace — we must be able to show later who did what and why. They hold operator and action detail and network addresses, not a business's customer records.

2.5 Security and rate-limiting records

Rate-limit counters are short-lived by design and carry an expiry, after which they fall out of use automatically. Password-reset tokens and one-time setup credentials expire within 24 hours and are single-use. Sessions expire on their own timetable and are revoked on sign-out, password reset, role change or deactivation.

2.6 Backups

Two kinds exist, and neither is instant to erase:

• Our hosting provider's facilities. Our database provider runs its own backup and point-in-time-recovery features, so copies of deleted data may persist there for a period after deletion in the live database, ageing out on its schedule rather than ours.
• Operator-run backups. Logical database backups we take ourselves, optionally encrypted with an operator-held passphrase, pruned by age.

We promise no specific recovery point or recovery time objective. Keep your own exports.

2.7 The demo

The demo at demo.datajewellers.com is reset periodically; a reset erases everything anyone entered, with no recovery. See the Demo Environment Terms.

3. Deletion requests

3.1 A user account

Any signed-in user can request deletion of their own account from Settings → Legal & Privacy, and a business owner or administrator can deactivate a user at any time. Deactivation is the part that protects you immediately: it revokes that user's live sessions at once and blocks further sign-in.

The user record is usually retained rather than erased, and we would rather explain why:

• The workspace's audit history refers to that user. Erasing the record would leave the audit trail pointing at nothing, and that trail is what protects business and user alike in a dispute.
• Issued invoices record who created and issued them. That attribution is part of the business's books, which carry the retention duties in section 2.2.

On request we can remove contact details not needed for those purposes, and confirm what remains and why.

3.2 A whole business

A workspace and its records can be deleted only at the request of the business itself — an owner, or a user entitled to manage users:

1. The owner submits the request, with a reason, from Settings → Legal & Privacy.
2. We verify it — that it really comes from the business and from someone entitled to make it. An emailed instruction alone is not enough.
3. The workspace goes read-only.
4. An export window follows, so the business can take its records out.
5. The workspace is archived and scheduled for purge as in section 2.2.
6. The purge is carried out.

We may pause the process where an amount is genuinely in dispute or the law requires us to keep something.

4. What deletion cannot bypass

• Statutory retention. Records a business must keep under the Income Tax Act, 2058 or the VAT Act, 2052 and its Rules stay for those periods, in the business's own hands.
• Financial records. Issued invoices, credit and debit notes are cancelled or corrected, never erased.
• Security and audit records. The platform audit records in section 2.4 are our own compliance records and survive a workspace's deletion.
• Obligations to the business. One user cannot cause deletion of the business's records or another user's history. Where a request conflicts with our contract with the business, the contract governs.
• Copies already in a provider's backups age out as in section 2.6.

Where applicable, DataJewellers will handle personal information in accordance with applicable law.

5. How to ask, and what we will tell you

Submit account and business deletion requests in Settings → Legal & Privacy, where you can also see the status of requests already made. Requests are reviewed by DataJewellers; we acknowledge within 5 business days.

When we finish we will confirm what was deleted, what was retained and on what basis, and when any archived copy is scheduled for purge. If we cannot do what you asked, we will say so and explain why.

6. Contact

Retention questions: support@datadoodlestech.com. Other channels: Legal & Compliance Contact.