# Data Retention Schedule

**SnapSell AI**
**Effective Date:** January 2025
**Last Updated:** January 2025

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## 1. Introduction

This Data Retention Schedule defines how long SnapSell AI, operated by Nova AI Ventures, retains personal data. It fulfills our obligations under GDPR Article 5(1)(e) - the "storage limitation" principle.

**Guiding Principle:** Personal data shall be kept for no longer than is necessary for the purposes for which it is processed.

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## 2. Retention Periods by Data Category

### 2.1 Account Information

| Data Type | Retention Period | Legal Basis | Deletion Trigger |
|-----------|------------------|-------------|------------------|
| Email address | Active account + 30 days | Contract | Account deletion request |
| Name | Active account + 30 days | Contract | Account deletion request |
| Phone number | Active account + 30 days | Contract | Account deletion or user removal |
| Profile photo | Active account + 30 days | Contract | Account deletion or user removal |
| Password hash | Active account | Contract | Account deletion |
| Auth tokens | Session duration | Contract | Logout or expiry |

### 2.2 User-Generated Content

| Data Type | Retention Period | Legal Basis | Deletion Trigger |
|-----------|------------------|-------------|------------------|
| Original product photos | Until deleted by user or account deletion + 30 days | Contract | User action or account deletion |
| AI-enhanced photos | Until deleted by user or account deletion + 30 days | Contract | User action or account deletion |
| AI-generated videos | Until deleted by user or account deletion + 30 days | Contract | User action or account deletion |
| Listing content (titles, descriptions) | Until deleted by user or account deletion + 30 days | Contract | User action or account deletion |
| Draft listings | 90 days from last modification | Contract | Automatic expiry |

### 2.3 Transaction Data

| Data Type | Retention Period | Legal Basis | Deletion Trigger |
|-----------|------------------|-------------|------------------|
| Token purchase records | 7 years | Legal obligation (tax) | Automatic after retention period |
| Payment transaction IDs | 7 years | Legal obligation (tax) | Automatic after retention period |
| Receipts/Invoices | 7 years | Legal obligation (tax) | Automatic after retention period |
| Refund records | 7 years | Legal obligation (tax) | Automatic after retention period |
| Token balance history | Active account + 7 years | Legal obligation | Account deletion + legal period |

### 2.4 Communication Data

| Data Type | Retention Period | Legal Basis | Deletion Trigger |
|-----------|------------------|-------------|------------------|
| Buyer-seller messages | 2 years from last message | Contract | Automatic or user request |
| Customer support tickets | 3 years from resolution | Legitimate interest | Automatic expiry |
| Support email correspondence | 3 years from last communication | Legitimate interest | Automatic expiry |
| In-app notifications | 90 days | Contract | Automatic expiry |

### 2.5 Technical & Analytics Data

| Data Type | Retention Period | Legal Basis | Deletion Trigger |
|-----------|------------------|-------------|------------------|
| Server access logs | 90 days | Legitimate interest (security) | Automatic rotation |
| Error logs | 90 days | Legitimate interest (debugging) | Automatic rotation |
| Security audit logs | 1 year | Legitimate interest (security) | Automatic rotation |
| Google Analytics data | 26 months | Consent | Automatic or consent withdrawal |
| Device information | Active account | Contract | Account deletion |
| IP addresses (logs) | 90 days | Legitimate interest | Automatic rotation |

### 2.6 Cookie Data

| Cookie Type | Retention Period | Legal Basis | Deletion Trigger |
|-------------|------------------|-------------|------------------|
| Essential cookies | Session to 1 year | Legitimate interest | Logout/expiry/browser clear |
| Functional cookies | Up to 1 year | Consent | Expiry or consent withdrawal |
| Analytics cookies | Up to 26 months | Consent | Expiry or consent withdrawal |

### 2.7 Connected Platform Data

| Data Type | Retention Period | Legal Basis | Deletion Trigger |
|-----------|------------------|-------------|------------------|
| OAuth tokens (eBay, Allegro) | Until disconnection | Contract | User disconnects platform |
| Listing sync status | Active connection + 30 days | Contract | Platform disconnection |
| Platform sale notifications | 1 year | Contract | Automatic expiry |

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## 3. Retention Justifications

### 3.1 Legal Obligations

| Requirement | Jurisdiction | Retention | Data Affected |
|-------------|--------------|-----------|---------------|
| Tax records | Poland/EU | 7 years | Transaction data, invoices |
| Financial regulations | EU | 7 years | Payment records |
| Anti-money laundering | EU | 5 years | High-value transaction records |

### 3.2 Legitimate Interest Justifications

| Purpose | Retention | Balancing Test |
|---------|-----------|----------------|
| Security monitoring | 90 days - 1 year | Essential for fraud prevention; minimal privacy impact with pseudonymization |
| Bug fixing | 90 days | Necessary for service quality; logs contain minimal personal data |
| Dispute resolution | 2-3 years | Protects both users and company; aligned with limitation periods |
| Service improvement | 26 months | Aggregated analytics; user consent obtained |

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## 4. Deletion Procedures

### 4.1 Automatic Deletion

Data subject to automatic deletion is processed by scheduled jobs:

| Schedule | Data Types |
|----------|------------|
| Daily | Expired session tokens, temporary files |
| Weekly | Draft listings older than 90 days |
| Monthly | Server logs older than 90 days |
| Quarterly | Messages older than 2 years |
| Annually | Analytics data older than 26 months |

### 4.2 User-Initiated Deletion

**Self-Service:**
- Individual listings: Delete button in app
- Photos: Delete button in gallery
- Account: Settings → Delete Account

**Request-Based:**
- Email privacy@snap-sell.app
- Response within 30 days
- Identity verification required

### 4.3 Account Deletion Process

When a user requests account deletion:

1. **Immediate (within 24 hours):**
   - Account access revoked
   - Active sessions terminated
   - Connected platforms disconnected

2. **Within 30 days:**
   - Account information deleted
   - User-generated content deleted
   - Anonymization of analytics data

3. **Retained (legal requirement):**
   - Transaction records (7 years, anonymized where possible)
   - Security logs if fraud investigation active

### 4.4 Backup Retention

| Backup Type | Retention | Notes |
|-------------|-----------|-------|
| Database backups | 30 days rolling | Deleted data removed in next backup cycle |
| Application logs | 90 days | Rotated automatically |
| Disaster recovery | 7 days | Full system restore capability |

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## 5. Data Retention by Purpose

### 5.1 Service Provision
**Retention:** Duration of active account + 30 days grace period
**Includes:** Account data, listings, photos, messages

### 5.2 Legal Compliance
**Retention:** As required by law (typically 7 years)
**Includes:** Transaction records, tax documentation

### 5.3 Security
**Retention:** 90 days - 1 year depending on data type
**Includes:** Access logs, security events, audit trails

### 5.4 Analytics & Improvement
**Retention:** Up to 26 months (with consent)
**Includes:** Usage data, aggregated statistics

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## 6. Special Categories

### 6.1 Data Involved in Legal Disputes

Data may be retained beyond normal periods if:
- Involved in ongoing litigation
- Subject to legal hold
- Required for regulatory investigation

Retained until: Resolution + applicable limitation period

### 6.2 Fraud Investigation Data

When fraud is suspected:
- Account data frozen (not deleted)
- Transaction history preserved
- Retention: Investigation completion + 5 years

### 6.3 Deceased Users

Upon notification of user death:
- Account access locked
- Data retained for 1 year
- Deletion upon verified next-of-kin request

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## 7. Third-Party Retention

Our subprocessors have their own retention policies:

| Subprocessor | Their Retention | Our Control |
|--------------|-----------------|-------------|
| Google Cloud | Per our configuration | Full control via DPA |
| Stripe | Per their policy (typically 7 years for transactions) | Limited - required for payments |
| Google Analytics | 26 months (configured) | Configurable in GA settings |
| External Marketplaces | Per their policies | User controls connection |

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## 8. Review & Updates

This schedule is reviewed:
- **Annually:** Full review of all retention periods
- **On Legal Changes:** When applicable laws change
- **On Business Changes:** When processing activities change

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## 9. Contact

Questions about data retention:

**Email:** privacy@snap-sell.app

**Data Controller:**
SnapSell AI
Operated by Nova AI Ventures
Registered in Poland

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*This Data Retention Schedule is part of SnapSell AI's GDPR compliance documentation.*