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Data Retention: Your Timeline, Your Rules

Unlike other CRMs that hoard your data forever “for business purposes,” DeelRxCRM puts you in control of retention policies. Keep what you need, delete what you don’t. DeelRxCRM Data Retention Settings

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Default Retention Policies

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Customer Records

Standard: Kept indefinitely while account is active Configurable options:
  • 1 year after last transaction
  • 3 years for tax compliance
  • 7 years for audit requirements
  • Custom timeframes (Pro/Enterprise)

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Transaction Data

Standard: 7 years (matches most tax requirements) Configurable options:
  • 3 years minimum (legal compliance)
  • 10 years maximum (audit-ready)
  • Immediate deletion after export (high-privacy mode)
  • Custom retention periods

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System Logs

Standard: 90 days for troubleshooting Fixed policy: Cannot be extended for privacy reasons DeelRxCRM Data Retention Settings

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Automatic Deletion

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How It Works

  1. Grace period warnings 30 days before deletion
  2. Final notification 7 days before deletion
  3. Automatic purge on the scheduled date
  4. Confirmation email when deletion is complete
  5. No recovery possible after deletion (by design)

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What Gets Deleted

  • Customer contact information
  • Transaction histories
  • Inventory records tied to expired customers
  • AI training data derived from deleted records
  • Backup copies across all systems
  • Encrypted data fragments

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What Stays (Minimal)

  • Aggregated analytics (anonymized, no personal data)
  • System performance metrics
  • Security incident logs (no customer data)
  • Compliance audit trails (account-level only)
DeelRxCRM Data Retention Settings

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Custom Retention Settings

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Per-Data-Type Controls (Pro/Enterprise)

Configure different retention periods for different data types: 
{
  customerInfo: "3_years",
  transactionRecords: "7_years", 
  inventoryHistory: "1_year",
  communicationLogs: "90_days",
  systemActivity: "30_days"
}

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High-Privacy Mode

For maximum discretion:
  • Customer data: Deleted 30 days after last transaction
  • Financial records: Kept only for current tax year
  • System logs: 7 days maximum
  • Backups: Encrypted and auto-deleted after 30 days
  • AI data: Disabled entirely

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Compliance Mode

For businesses with strict audit requirements:
  • All records: 10 years minimum
  • Enhanced logging: Full audit trails
  • Immutable records: Cannot be deleted before retention period
  • Legal hold: Ability to freeze deletion for litigation
DeelRxCRM Data Retention Settings

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Data Export Before Deletion

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Automatic Exports

Before any automatic deletion, you get:
  1. 30-day warning with export link
  2. Clean CSV files ready for your accountant
  3. PDF summaries for easy review
  4. QuickBooks format if you use accounting software
  5. Encrypted backup for your own storage

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Export Formats

  • Accounting-ready: Clean books for tax filing
  • Legal format: Court-ready documentation
  • Archive format: Long-term storage with encryption
  • Migration format: For moving to another system
DeelRxCRM Data Retention Settings

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Tax Requirements

DeelRxCRM helps you meet tax obligations:
  • IRS: 3-7 years depending on circumstances
  • State taxes: Varies by state, configurable
  • International: GDPR, PIPEDA, and other privacy laws
  • Industry-specific: Custom compliance for regulated businesses

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Right to Be Forgotten

Under GDPR and similar laws, you can:
  1. Request immediate deletion of all personal data
  2. Export everything first if needed
  3. Confirm deletion within 30 days
  4. Get certificates proving deletion occurred
  5. No retention for “legitimate business interests”
In case of litigation:
  • Freeze deletion for specific customers/time periods
  • Enhanced logging for legal discovery
  • Tamper-evident records that can’t be altered
  • Court-ready exports with authentication
DeelRxCRM Data Retention Settings

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Managing Retention Settings

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Basic Settings (All Plans)

Access via Settings → Privacy → Data Retention:
  • Set global retention periods
  • Configure automatic deletion warnings
  • Export data before deletion
  • View upcoming deletion schedule

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Advanced Controls (Pro/Enterprise)

  • Per-customer retention policies
  • Data-type specific retention periods
  • Compliance presets for different jurisdictions
  • Legal hold management
  • Audit trail for all retention changes

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API Control (Enterprise)

Programmatically manage retention: 
// Set custom retention for specific customer
await crm.retention.setCustomerPolicy({
  customerId: "cust_123",
  retentionPeriod: "5_years",
  reason: "large_account_audit_requirements"
});

// Bulk update retention policies
await crm.retention.bulkUpdate({
  filter: { tags: ["high_value"] },
  retentionPeriod: "10_years"
});
DeelRxCRM Data Retention Settings

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Monitoring & Alerts

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Upcoming Deletions

Stay informed about what’s getting deleted when:
  • Dashboard widget showing next 30 days
  • Email notifications for important deletions
  • Bulk export options before mass deletions
  • Last-minute holds if you need to keep something

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Retention Reports

Track your data lifecycle:
  • Storage usage by data type and age
  • Deletion history with confirmation records
  • Compliance status for audit requirements
  • Cost savings from automated cleanup
DeelRxCRM Data Retention Settings

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Best Practices

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For Tax Compliance

  1. Keep transaction records for at least 3 years (7 years is safer)
  2. Export annually for your accountant
  3. Document retention policies for audit purposes
  4. Review settings when tax laws change

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For Privacy

  1. Minimize retention periods to what you actually need
  2. Regular exports instead of long-term storage
  3. High-privacy mode for sensitive operations
  4. Customer notification about retention policies

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For Business Continuity

  1. Regular backups before automated deletions
  2. Test restore procedures from exports
  3. Document critical data that needs longer retention
  4. Plan for legal holds if litigation is possible
DeelRxCRM Data Retention Settings

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Common Questions

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What if I need data after it’s deleted?

It’s gone forever. That’s by design for privacy. Export what you need before deletion dates.

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Can I recover accidentally deleted data?

No. Deletion is permanent and irreversible. We recommend regular exports as backups.

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What about compliance audits?

Set retention periods to meet your compliance requirements. Most audits need 3-7 years of records.

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Does shorter retention cost less?

Yes. Less data storage means lower costs, which we pass on through competitive pricing.
The Bottom Line: Your data has a lifecycle. DeelRxCRM gives you complete control over that lifecycle. From creation to deletion. DeelRxCRM: Your hustle, your data, your rules.