Data Retention Schedule
How long Everdeck keeps each kind of data, and what happens after you cancel.
Draft for review. This schedule is a draft pending review by a Singapore-qualified lawyer. It is not final and may change before Everdeck launches.
FLOW FN PTE. LTD. (UEN 202617303Z) keeps data only for as long as it's needed to provide Everdeck, to keep it secure, or to meet legal obligations. This schedule sets out the periods. Where it says "while your account is open", we keep the data until we delete your account's data after you cancel, unless you ask us to delete it sooner (see Asking for deletion sooner).
While you use Everdeck
| Data | How long we keep it |
|---|---|
| Companies, agents, charters, tasks and approvals | While your account is open, including after you archive a company or decommission an agent |
| Knowledge documents: the text we extract from each one (we don't keep the file you uploaded) and its search index | While your account is open, or until you delete the document: its text and search index are erased at once, and a record that it existed (its title and size) stays in the audit log |
| Agents' memory notes, which can include people's contact details | While your account is open. A note you delete leaves the agent's memory and its Memory tab at once, and is erased within 2 days |
| Search vectors of knowledge documents and memory notes (made by our embedding provider, OpenAI, only while we have it switched on) | As long as the text they were made from. To make them, and to search, we send that text and the search queries to OpenAI, whose terms don't let it train on them |
| Run history: agent sessions with their model and tool calls | 30 days on Starter, 90 days on Growth, 365 days on Scale |
| The activity feed, and notifications (with a note of which ones we emailed) | As long as run history: 30 days on Starter, 90 days on Growth, 365 days on Scale |
| Files your agents read or save (attachments, downloads, documents) | as long as your plan keeps run history (30, 90 or 365 days), or until you delete them |
| Audit log | 1 year |
| Credentials: model keys, OAuth app secrets and app tokens (encrypted) | Until you replace or delete them, or your account is deleted |
| Connections to your apps: the keys, passwords and tokens you connect them with (encrypted) | Until you disconnect the app, when they are deleted at once (and we ask the app to revoke our access where it can). A record of the connection, its name and when it was disconnected, stays while your account is open |
| MCP and API server settings and tool reviews | until you delete the server; review history while your account exists |
| Sign-ins to MCP and API servers that are under way (never a token) | Until used or expired (10 minutes), then deleted within 2 days |
| Sign-ins to your apps with your own OAuth app that are under way (never a token) | Until used or expired (10 minutes), then deleted within 2 days |
| Task sync activity logs and finished write-backs to your tracker | 30 days |
| Requests received for intake (webhook deliveries and watched API endpoints) | 30 days |
| Records of approval messages sent to Slack or Teams (which message, where, when) | 90 days after the message was first planned, once it's closed or failed |
| Slack account link confirmations | 7 days |
| Slack account links | until unlinked, and at most 120 days |
| Signed Slack callback receipts, kept to refuse replays | 1 hour |
| Invitations to your account: the invitee's email address, the role offered and who invited them | While your account is open (an invitation link works for 7 days) |
| Sign-in history and security events | 1 year |
| Sign-in sessions | Until they expire or are revoked, then 90 days |
| Email verification codes and password reset links | Until used or expired (15 and 30 minutes), then deleted within 7 days |
| Rate-limit counters, which hold no email or IP address in readable form | 24 hours |
| Server logs | Up to 90 days |
| Database backups and restore history | Up to 30 days |
Records we keep for longer
| Data | How long we keep it | Why |
|---|---|---|
| Invoices and billing records | 5 years after the end of the financial year they relate to | Singapore tax and accounting rules |
| Acceptance of our terms and policies | For as long as the account exists, then 6 years | Evidence of what was agreed, for the limitation period for contract claims |
| A one-way hash of each card used for a free trial, with no other card details | Kept after your account is deleted, without the link to your account | So each card can have only one free trial |
| Which people have owned an account that had a free trial | While the person's Everdeck sign-in exists | So each account owner can have only one free trial |
| Messages to us through the contact form or by email | 2 years after our last exchange | To follow up on and understand past conversations |
| Usage records: the model, token counts and estimated cost of each model call, with no content | 13 months | Monthly budgets, plan limits and questions about a month's bill |
| Our staff console's audit trail: each staff sign-in, each change staff make to an account and each time staff open an agent session's content, with their reason | Not deleted; entries can't be changed or removed | Accountability for everything our staff do with customer accounts. Changes to your account, and staff opening your agents' sessions, also appear in your own audit log (the Audit log page in Everdeck), kept as set out above |
After you cancel
- You keep full access until the end of the period you've paid for.
- Then your account stays in Everdeck, read-only, for 30 days. Your members can still sign in, open and copy what they need, and an owner can choose a plan on the Billing page to pick up where you left off. Everdeck has no export button yet: to get a copy of your account's data in a machine-readable format, email [email protected] within those 30 days.
- After that, we delete your account's data, and your account's data keys with it, so its encrypted credentials can no longer be read in our live database.
- Our database backups still hold copies of that data, including the encrypted credentials and the keys that can unlock them. Those copies expire within the next 30 days.
Records in the "kept for longer" table are kept for their stated periods.
Asking for deletion sooner
Archiving a company or decommissioning an agent stops its work but keeps its history: each agent's charter versions and status changes, the tasks with their comments, and the approval requests with their decisions. That keeps a complete record of who did what, and lets you unarchive the company or reactivate the agent later. There is no way to delete a company, an agent, a charter, a task or an approval in the app.
Knowledge documents and app connections can be deleted in the app. People who manage a company's knowledge can delete a document on the Knowledge page: its text and search index are erased at once, and agents stop finding it. Company admins can disconnect an app on its connection page: its keys, passwords and tokens are deleted at once. Files your agents read or save can be deleted from the page that lists them, after a fresh second-factor check: the file's contents are erased at once, and the record of it a day later.
To have them deleted sooner, an account owner can:
- delete the whole account: cancel your subscription on the Billing page and we delete your account's data as set out in "After you cancel", or email [email protected] to have it deleted without waiting for the end of the period you've paid for; or
- email [email protected] to ask us to delete particular companies, agents, tasks or approvals.
Audit log entries about them, and the records in the "kept for longer" table, are still kept for their stated periods.
Owners and admins can delete model keys in the app at any time. Owners and admins can delete an agent's memory notes in the app, on the agent's Memory tab. The agent stops reading a deleted note at once, and we erase it within 2 days. The run history of the session that saved the note still shows its words until that history is deleted, as set out above. For a request about your personal data, email [email protected].