Data retention

Data Retention Policy

How long different categories of document exchange, account, billing, and operational data are kept.

Last updated: 6 October 2026

1. Principle

Retention depends on the purpose. Customer instructions and the DPA govern customer data; the privacy policy governs Doqubox's own processing.

2. Document exchange data

Incoming files and outgoing transfers: A limited, fixed period shown in account settings, defaulting to seven days. Expiry is set when files are received or transfers created.
Document requests: Status, recipient details, and metadata remain as needed to operate and track the request, support auditability, and apply expiry or deletion.
Deleted or expired data: Removed from active access, then cleared through deletion and backup rotation.

3. Account data

Account, user, and subscription records: Until account deletion, subject to customer instructions and the DPA. User deactivation does not delete records. Accounting retention is below.
Branding and domain settings: While the account or configuration remains active.
Support communications: Until the request and related complaints or disputes are resolved, unless law requires longer storage.

4. Billing and payment data

Invoices and accounting records: According to statutory accounting obligations.
Payment identifiers and mandates: As needed for payments, refunds, chargebacks, accounting, and legal obligations.

5. Security and operational data

Activity records: As long as needed for customer visibility, audit support, abuse prevention, and security investigations, subject to the DPA.
Logs: Kept on a rolling basis for operational and security purposes.
Sessions and authentication: Until logout, expiry, replacement, or deletion for account security.
Database backups: Kept on a rolling basis. Deleted records may remain in backups until the backup expires.

Records kept for a specific security incident or abuse investigation are deleted when the investigation and related proceedings close.

6. Customer responsibilities

Download documents before expiry, avoid unnecessary collection, and keep your own records where longer retention is required. For rights requests or deletion questions, contact support@doqubox.com.