Data Retention & Deletion Policy

ProcessAI – Data Retention & Deletion Policy

Effective Date: November 27, 2025 | Last Updated: November 27, 2025

This policy describes how ProcessAI, operated by LeanKaizen Global, retains and deletes personal data in compliance with the Digital Personal Data Protection Act, 2023 (DPDP Act).

1. Retention Principles

We retain personal data only for as long as necessary to:

  • Fulfill the purposes for which it was collected
  • Comply with legal and regulatory requirements
  • Resolve disputes and enforce agreements
  • Maintain security and prevent fraud

2. Data Retention Schedule

Data TypeRetention PeriodLegal Basis
Active Account DataWhile account is activeContract fulfillment
Deleted Account DataPurged within 7 daysUser request / DPDP compliance
Billing & Invoice Records6 yearsStatutory requirement (Tax laws)
Login & Access Logs90-180 daysSecurity & audit purposes
AI Interaction Data30-90 daysService improvement
Process Analysis FilesWhile account active + 30 days after deletionService delivery
Support Communications2 yearsQuality assurance
Consent RecordsDuration of consent + 3 yearsLegal compliance

3. Data Deletion Process

3.1 User-Initiated Deletion

When you request account deletion:

  1. Go to Account Settings → Delete My Account
  2. Confirm your deletion request
  3. Personal data is queued for deletion
  4. Data is permanently deleted within 7 days
  5. Billing records are retained for statutory compliance (6 years)

3.2 Automatic Deletion

  • Expired trial accounts: Data retained for 30 days, then deleted
  • Inactive accounts (no login for 2 years): Notification sent, then deleted after 30 days

4. Data That Cannot Be Deleted

Certain data must be retained for legal compliance:

  • Billing Records: Required for tax and audit purposes (6 years)
  • Legal Holds: Data subject to legal proceedings
  • Consent Records: Proof of consent for DPDP compliance

5. How to Request Deletion

You can request data deletion by:

  • Using the "Delete My Account" feature in Account Settings
  • Emailing support@leankaizenglobal.com with your request
  • Contacting our Grievance Officer

6. Deletion Confirmation

Upon successful deletion, you will receive a confirmation email. This email serves as proof that your personal data has been removed from our active systems.

7. Backup Data

Deleted data may persist in encrypted backups for up to 30 days for disaster recovery purposes. These backups are automatically purged and cannot be used to restore individual user data.

8. Third-Party Data

We will request deletion of your data from third-party processors (payment providers, cloud services) in accordance with their retention policies and our data processing agreements.

9. Contact

For data retention and deletion inquiries:

  • Email: support@leankaizenglobal.com
  • Grievance Officer: LeanKaizen Global Team
  • Company: LeanKaizen Global