Data retention schedule

01

Account and profile

• Name, email, settings and account metadata: for the account’s life; deleted from the active database on closure unless law requires limited retention.
• In-account Terms and Privacy acceptance timestamps: for the account’s life and deleted with the active account. Separate contracts, orders or correspondence may be retained for up to 6 years where needed for legal claims.
• Verification and password-reset tokens: expire automatically; obsolete records may be removed during routine maintenance.

02

Microsoft connection

• Microsoft access and refresh tokens: until disconnect, account deletion, revocation or replacement.
• Calendar data displayed by Planner: retrieved on demand and not stored as a separate calendar archive in the current product.
• Mailbox source content: read to identify actions; Planner stores only suggestion fields and limited source context needed for review and traceability.

03

Planner working data

• Tasks, clients, projects, delegated-work details and preferences: for the account’s life or until the relevant item is deleted where deletion is available.
• Email suggestions and limited source context: for the account’s life so the user can review creation history; deleted on closure.
• Document analysis, extracted text and identified actions: for the account’s life; deleted on closure.
• Daily-email delivery records: for the account’s life to prevent duplicate sends and support service history.

04

Security and operational records

• Login, registration and recovery attempt controls: while needed to prevent abuse, normally no longer than 12 months.
• Application and infrastructure logs: normally up to 90 days unless needed for an incident, abuse investigation or legal claim.
• Support correspondence: normally up to 3 years after closure, or up to 6 years where it forms a contractual or legal record.

05

Account deletion

Permanent deletion removes the user and user-owned Planner records from the active database through cascading deletion. A browser session may remain briefly but cannot retrieve deleted tenant data. Data independently held in the customer’s Microsoft mailbox is not deleted by closing Planner.

06

Backups

When automated production backups are enabled, deleted data may remain in encrypted backup copies for no more than 35 days. Backups are isolated and used only for disaster recovery. If a full backup is restored after deletion, applicable deletion instructions will be reapplied where technically feasible.

07

Exceptions and legal holds

Limited records may be retained longer where required by law, court order, regulation, fraud prevention, security investigation, suppression obligation, or legal claims. Access is restricted and data is deleted when the exception ends.

08

Requests

Account holders can export active data and permanently delete their account from Account settings. Retention questions should be sent to support@parallelnorth.co.uk. Where Parallel North acts as processor, requests concerning customer-controlled data should normally go through the relevant customer organisation.