Retention
Data retention schedule.
Version 2026-10-24 · Effective October 24, 2026
This schedule lists every category of data EVKII, Inc. keeps for EMLbot, why we keep it, what starts the clock, how long we keep it, what can extend that, and which EVKII team is accountable. The Privacy Policy, the Terms of Service and the Data Processing Addendum all point here. When a period ends, we delete the data or irreversibly de-identify it, unless a legal hold or another exception in the table applies.
"Closure" means the date a workspace is closed, either because the customer closed it or because a canceled plan's paid period ended.
| Category | Purpose | Trigger | Duration | Exception | Owner |
|---|---|---|---|---|---|
| Customer Content (emails, attachments, chats, tasks, contacts, notes, drafts, approvals, text-message bodies and media) | Provide the Service | Workspace closure | While the workspace is open, content is kept according to the workspace's retention settings. Deleted 30 days after closure. | Legal hold; copies in backups (see below) | EVKII Engineering |
| Backups | Disaster recovery | Date the backup is made | Expire within 90 days | Legal hold | EVKII Engineering |
| Account data (name, email, role, workspace membership, business name) | Run accounts, sign people in, send service messages | Account or workspace closure | While the account is active; deleted 30 days after closure | Records in other rows of this table that we must keep (billing, acceptance, suppression, abuse, legal holds) | EVKII Engineering |
| Invoices and billing records (plan, amounts, invoice and refund history, taxes, billing contact, trial-eligibility card fingerprint) | Accounting, tax and legal compliance, refunds, chargebacks | Date of the invoice or transaction | 7 years | Legal hold. Full card numbers are never stored by EVKII; Stripe holds them. | EVKII Finance |
| Renewal-consent records (the renewal checkbox, plan, interval, price, charge dates, disclosure text, confirmation and cancellation emails) | Prove consent to automatic renewal, as California law requires | Date of the consent record, or the end of the subscription | 3 years, or 1 year after the subscription ends, whichever is longer | Legal hold | EVKII Legal |
| Terms-acceptance records (user, workspace, document versions and their hashes, screen version, timestamp, billing selection, user-agent string, cancellation history) | Prove who accepted which terms and when | Account closure | The life of the account plus 4 years, then deleted or de-identified | Legal hold. Full IP addresses are shortened after 90 days (see the IP row). | EVKII Legal |
| Published versions of legal documents and generic screen captures | Show what was on the page on any date | Publication of a document version | Kept for as long as the acceptance records that refer to them. They contain no user-identifying information. | None | EVKII Legal |
| Text-message consent and suppression records (phone number, opt-out status and date, source of the opt-out or opt-in, and the minimum data needed to match a number) | Make sure a person who opted out is never texted again | Date of the opt-out | For as long as needed to honor the opt-out, kept as minimal records | Deleting a suppression record must never cause a person to be contacted again. Customers should keep their own proof of consent. | EVKII Engineering |
| Phone message and call metadata (numbers, timestamps, delivery status, no content) | Delivery reports, carrier inquiries, dispute resolution | Date of the message or call | 4 years | Legal hold | EVKII Engineering |
| Carrier registration data (legal business name, tax or registration number, website, contacts, use case, sample messages, opt-in method) | File and maintain carrier registrations and answer carrier or regulator inquiries | End of the registration | While the registration is active plus 4 years | Legal hold | EVKII Support |
| Voice recordings and transcripts (only if voice is offered and the customer turns it on) | Provide the voice feature the customer asked for | Date of the call | Recordings: 30 days by default. Transcripts: 90 days by default. The customer's workspace retention settings can shorten them. | Legal hold | EVKII Engineering |
| Security, audit and event logs (changes to keys, inboxes, webhooks, approvals, sign-ins and users; bot calls; network sightings) | Security, abuse prevention, customer audit | Date of the log entry | According to the workspace's retention settings (within its plan) while the workspace is open; deleted 30 days after closure | Abuse evidence and legal holds | EVKII Engineering |
| Full IP addresses in logs and acceptance records | Security, fraud prevention, evidence | Date of collection | Truncated after 90 days. The shortened address, the network (ASN) and the country can be kept for the periods above. | Legal hold | EVKII Engineering |
| Abuse reports and evidence (reports to abuse@, copies of offending messages, carrier complaints, investigation notes) | Investigate and stop abuse, respond to carriers and law enforcement, enforce the Terms | Date the report is closed | As long as the matter, any dispute, any carrier or legal requirement, or any legal hold requires; reviewed at least yearly and deleted when no longer needed | Legal hold; law-enforcement preservation requests | EVKII Support |
| Support correspondence (emails to support@, legal@, security@ and the data in them) | Answer questions and keep a record of what we said | Date the conversation is closed | 3 years | Legal hold; longer if it is part of an abuse, security or legal matter | EVKII Support |
| Legal holds | Preserve data when the law, a court order or a reasonable expectation of a dispute requires it | Written hold by EVKII Legal | Until EVKII Legal releases the hold in writing | Overrides every other row in this table | EVKII Legal |
Rules that apply to every row
- Append-only during the retention period. Acceptance records are append only during their approved retention period. At the end of that period, expired personal information is deleted or irreversibly de-identified unless an applicable obligation or a documented legal hold requires continued retention. Published document versions and generic screen captures may be preserved separately without user-identifying information.
- Engineering requirement. The nightly deletion job, the IP-truncation job and the backup-expiry process must each log their runs, so EVKII can show that this schedule is carried out.
- Suppression comes first. No deletion job may remove a text-message suppression record in a way that lets a suppressed number be contacted again.
- Starred messages and similar flags do not extend a retention period. Customers can still choose longer retention settings for their own workspace data, within their plan, and those settings control while the workspace is open.
- Providers. Data kept by our service providers on our behalf follows this schedule. They may take a short additional time to clear data from their systems.
- Changes. We will update this schedule, with a new version date, when our practice changes. We will not shorten or lengthen a period for existing data in a way that reduces a customer's protection without notice.
Questions: support@emlbot.com. Legal notices: legal@emlbot.com.