Data Retention Policy
Minimizing risks by minimizing data. Here is how we manage, store, and securely dispose of information throughout its lifecycle.
Data Minimization Principle
“Callexa retains personal data only for as long as is strictly necessary to fulfil the purpose for which it was collected, to provide the services you use, and to comply with our legal obligations. When the legitimate purpose of holding any data has expired, that data is securely and irreversibly deleted or anonymized.”
No “Just in Case”
Every category of data we process has a defined maximum retention period. If we don't need it, we delete it.
Purpose and Scope
1.1 Purpose of This Policy
This Data Retention Policy ("Policy") establishes the principles, obligations, procedures, and specific retention schedules that govern how Callexa manages the lifecycle of personal data and other information collected through the Callexa mobile application. Data retention is a critical component of responsible data governance. Retaining data for longer than necessary creates unnecessary privacy risks. This Policy strikes the correct balance by defining precisely how long each category of data is held, on what legal or operational basis, and exactly what happens when the retention period expires.
1.2 Scope of Application
This Policy applies to:
- All categories of personal data and non-personal data processed by Callexa;
- All storage media: local storage, cloud servers, backup systems, crash reporting tools;
- All personnel of Inflancer Technologies;
- All third-party service providers (data processors);
- Data pertaining to personal users, Business Account holders, and prospective users.
1.3 Relationship to Other Policies
This Policy is part of Callexa's integrated data governance framework and must be read with our Privacy Policy, Terms and Conditions, and Security Policy. In conflicts regarding retention, this Policy takes precedence.
1.4 Applicable Legal Framework
| Regulation / Framework | Relevance |
|---|---|
| GDPR (EU) 2016/679 | Storage Limitation principle: data must not be kept longer than necessary. |
| UK GDPR | Equivalent UK-law requirement following Brexit. |
| CCPA / CPRA | Right to deletion and data minimization for California residents. |
| COPPA | Prohibits retention of children's info beyond necessity. |
| Google Play / Apple Store | Specific platform retention and deletion guidelines. |
Definitions
| Term | Definition |
|---|---|
| Retention Period | Maximum duration for which data is held before deletion or anonymization. |
| Retention Trigger | Event from which a retention period begins to count (e.g. account deletion). |
| Secure Deletion | Irreversible removal of data such that it cannot be reconstructed. |
| Anonymization | Irreversible process so data can no longer be attributed to an individual. |
| Local Data | Stored exclusively on user's device, not transmitted to servers. |
| Server-Side Data | Transmitted from the user's device to Callexa's cloud infrastructure. |
| Purge Cycle | Automated schedule for permanent backup deletion. |
Core Data Retention Principles
- Purpose Limitation: Data only retained for specific, legitimate purposes.
- Storage Limitation: Kept only as long as necessary for processing purposes.
- Legal Hold: Regulatory override for pending litigation or investigations.
- Accuracy & Relevance: Outdated, inaccurate data must be deleted.
- User Control: User's valid deletion requests take priority over convenience.
- Secure Disposal: Irreversible disposal across all storage environments.
- Proportionality: Retention periods proportionate to data category risk.
Master Data Retention Schedule
4.1 Local Device Data
Stored exclusively on user's device. No transmission to external servers. Controlled by you.
| Data Category | Retention Period | Basis & Control |
|---|---|---|
| SMS / MMS | Indefinite | User-Controlled deletion. |
| Call Log | Indefinite | User-Controlled deletion. |
| Device Contacts | Indefinite | Managed via native Contacts/App. |
| App Settings | Until Uninstall | Deleted on uninstall or data clear. |
| Message Drafts | Until Uninstall | Local storage until send or uninstall. |
4.3 Business Account Data (Server-Side)
| Data Category | Retention Period | Control |
|---|---|---|
| Business Profile | Active + 30 days post-deletion | Deleted from public in 24h. |
| Phone Number(s) | Active + 30 days post-deletion | Removed with profile simultaneously. |
| Verification Docs | Status + 5 years (min) | Encrypted secure storage for audit. |
| Audit Log | 7 years from verification | Compliance trail retained for resolution. |
| Analytics | Indefinite | Anonymized/Aggregated statistics only. |
4.4 Technical, Diagnostic, and System Data
| Data Category | Retention Period | Basis |
|---|---|---|
| Crash Reports | 90 days | Automatically purged by Firebase. |
| Performance Logs | 30 days | Support for incident diagnosis. |
| API Request Logs | 30 days | Security monitoring and investigation. |
| Incident Logs | 2 years | Security monitor and incident investigation. |
| Aggregated Analytics | Indefinite | Product development and planning. |
4.5 Account, Legal, and Compliance Records
| Data Category | Retention Period | Notes |
|---|---|---|
| Deletion Requests | 2 years from request | Record of actions for compliance. |
| Privacy Rights Logs | 2 years from request | Evidence of compliance auditing. |
| Legal Holds | Hold + 1 year post-resolution | Exempt from normal purge cycles. |
| Business Contracts | 7 years from end date | Defense for potential disputes. |
| Regulatory Disclosures | 7 years from disclosure | Internal compliance audit purposes. |
User Control and Self-Service Deletion
5.1 In-App Deletion Tools
Meaningful tools to manage your data directly:
| Action | How to Perform It |
|---|---|
| Delete SMS Thread | Swipe thread or Thread Menu > Delete Thread. |
| Clear All Messages | Overflow menu > Delete All (System-wide). |
| Clear Call History | Call Log Menu > Clear Call History. |
| Account Deletion | Settings > Business Account > Delete Account. |
| Reset All Data | Device Settings > Apps > Callexa > Clear Data. |
5.4 Formal Deletion Request
For server-side data (e.g. Business Account), submit a formal request:
- In-App: Settings > Privacy > Request Data Deletion;
- Email: privacy@callexa.app from account email;
- Postal: Inflancer Technologies Attention: Privacy Rights Team.
Data Deletion Procedures
Personal data is marked for deletion in primary systems immediately. Database deletion jobs run on a 24-hour cycle. Images on CDN are cached for 24h and permanently deleted in 7 days. Verification documents follow an enhanced cryptographic overwrite protocol.
24h Job Cycle
Marked data purged within one day.
CDN Clean-up
Media cleared from edge nodes in 7 days.
Audit Ready
Destruction certificates stored for 7 years.
Special Categories and Exceptions
7.1 Legal Hold Procedure
A mandatory suspension of normal deletion for pending litigation or investigation. Hold reviewed every 90 days. Data preserved in isolated environments.
7.4 Mandatory Regulatory Retention
If mandatory law conflicts with our standard periods, legal periods prevail (e.g. 7 years for Tax/Accounting records).Data held in archived restricted access.
Governance and Oversight
8.1 Ownership and Responsibility
Oversight by Chief Privacy Officer, Data Governance Team, Legal Team, and Infrastructure Engineering.
Contact Information
| Purpose | Contact |
|---|---|
| Retention Inquiries | privacy@callexa.app |
| Deletion Requests | privacy@callexa.app (Subject: Data Deletion Request) |
| Security Concerns | security@callexa.app |
| Website Reference | www.callexa.app/legal/retention |
Your Data, Your Control
Callexa is built on transparency. If you have any further questions about our data retention or would like to request an adjustment to your account specifically, our privacy team is standing by.