Data Retention & Deletion Policy

How this schedule works

Effective October 26, 2026. These are ✦CamperWorth A.I’s standard administrative review periods, not a statement that every record is automatically deleted at expiry. Admin reviews and performs authorized deletion, de-identification or a documented extension. A legal requirement, active dispute, security investigation, valid business instruction or signed agreement can change a period for the minimum necessary records. Do not keep an entire customer file solely because one invoice must be retained. Existing records are included in the first review within 90 days of this policy taking effect.

Public accounts and saved items

Keep account/profile data, favorites and saved searches while the account is used or until the user removes them or makes a verified deletion request. Profile tools remove the saved application data they identify; the separate Clerk identity and provider records require their own review. Review inactive public accounts after 24 months without known activity. Browser-only preferences and history remain until cleared by the browser or feature; they are not deleted by server cleanup. Shared public listing research is reviewed separately from an individual’s account.

Business operational records

Keep authorized customer contacts, inventory, serial/part records, service schedules, warranty work, notes and attachments while needed by the active business for the service. Review closed records at least annually and on a verified business deletion instruction. The business must identify required warranty, service, title and customer-record retention for its activity; there is no single universal OEM retention period. On termination, allow the signed 30-day export-assistance window. Start an operational-data deletion review after that window and target completion within 90 days after termination, subject to necessary legal records, instructions and documented holds.

Signed contracts, billing and legal evidence

The standard business records schedule is seven years after contract termination or final settlement, whichever is later, for signed membership agreements, signature/audit evidence, necessary invoices, payment/refund references and related tax/dispute evidence. This is an administrative default, not a claim that the law always requires seven years for every record. Retain only what is needed; a longer mandatory period or active hold takes precedence. Provider card data and provider-side documents follow the provider’s applicable retention and legal requirements.

Prospects, support and operational messages

Review unconverted prospects and unused contract drafts after 12 months from last meaningful contact; delete or de-identify unless there is a continuing purpose or permission. Review ordinary support correspondence 24 months after closure. Review operational email bodies and delivery logs after 12 months; keep necessary consent, dispute and financial evidence under the applicable evidence schedule instead. Email accepted by a provider does not prove delivery. Short-lived authentication or invitation access may expire sooner than the audit record recording its use.

Security logs and incident records

Review routine application diagnostic/security records after 90 days and remove or de-identify details no longer needed. Hosting and identity providers may have different configurable or contractual log periods. Review access/audit evidence after 12 months. Retain records needed for a confirmed incident, claim or investigation through its resolution and the applicable legal/evidence period. Do not place passwords, API keys, full card numbers or unnecessary customer form contents in logs.

Backups, flash drives and older archives

Backup copies are recovery data and may contain records removed from the live application. They must have restricted access and must not be used for unrelated processing. The target for routine recovery-copy rotation is 90 days; deletion requests must be entered in a restricted suppression/restore register and re-applied before restored data is used. Separately kept historical hard-drive/flash-drive archives do not currently have an automatic expiry mechanism. Admin must inventory and review them for secure removal or a documented legal/recovery exception; a live deletion alone does not erase those copies. ✦CamperWorth A.I does not promise a fixed maximum deletion time for all historical media or provider copies. A request response must explain any remaining category and restriction.

Holds, disposal and completion evidence

A hold must identify the necessary record categories, reason, owner and next review date. Review holds at least quarterly and release them when the purpose ends. Delete or redact separable data not covered by the hold. Admin must verify business scope and authority, preserve required evidence, review related uploads/indexes/exports and provider copies, then record what was deleted and what remains. Electronic disposal must make the relevant data impracticable to read or reconstruct using appropriate erasure or cryptographic destruction; merely hiding an item, unlinking it, formatting a drive or removing an index is not reliable erasure. Paper containing personal information must be shredded or otherwise appropriately destroyed. Apply secure disposal and provider instructions to retired media.

Requests and exceptions

Send privacy, export or deletion requests to reece.cameron@camperworthai.com. State the account/business and request; do not send passwords or sensitive identity documents. ✦CamperWorth A.I verifies identity and authority, routes business-controlled requests appropriately, and provides a response within applicable legal deadlines. If records must remain, the response should identify the category, reason, restrictions and review point. Ending access, cancelling membership, archiving a customer and deleting records are different actions; a cancellation does not automatically erase records needed for the final settlement or a legal obligation.

Contact ✦CamperWorth A.I

Attention M. Reece Cameron
reece.cameron@camperworthai.com
5540 Centerview Drive, Suite 200, Raleigh, NC 27606

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