Draft
This document is a draft prepared for legal review and is not yet in effect.

Data Retention and Deletion Policy

DRAFT for counsel review. Not yet in effect. Version 0.1, 21 October 2026.

This policy describes how long SotialMedia, operated by DataHubz, keeps each category of data and how deletion works. It applies to all environments that hold customer data. Requests: support@sotialmedia.com.

1. Retention periods

  • User accounts. Kept while the user belongs to at least one organization. A user with no organizations is deleted 30 days after their last session expires, except where the email address appears in audit history, where it is retained in that history only.
  • Sessions and sign-in links. Sign-in links expire after 15 minutes and are single use. Sessions expire after 14 days of validity and are deleted 30 days after expiry or revocation.
  • Organizations and workspaces. Kept until the organization owner requests deletion or the subscription ends and the 30-day export window closes.
  • Connected account credentials. Kept encrypted until the account is disconnected, the workspace or organization is deleted, or the credential is revoked by the platform. On disconnection the credential is discarded immediately and the platform authorization is revoked where the platform supports it. Non-secret connection metadata (handle, status, dates) remains in history.
  • Drafts and media. Kept until deleted by a user or until the workspace retention setting expires them. Each media asset carries a retention date; a scheduled sweep deletes the object from storage and marks the record deleted. Default retention for media is 180 days after the last publication that used it, configurable per workspace by an administrator.
  • Publications, attempts, transitions. Publication records and their attempt and transition history are kept for the life of the organization and for 12 months after deletion of the organization, in a form that no longer references user names or email addresses, to support dispute resolution, platform compliance inquiries and reliability measurement.
  • Audit events. Immutable; kept for the life of the organization plus 12 months.
  • Usage and billing records. Kept for 7 years to meet accounting and tax obligations.
  • Webhook events. Delivered or dead events are deleted after 30 days.
  • Idempotency records. 24 hours.
  • Logs. 30 days (target 90 days during the pilot for evidence). Logs redact credentials and tokens.
  • Backups. Database backups are retained for 30 days and then deleted. Data deleted from the live database persists in backups until those backups age out; backups are used only for disaster recovery and are not restored to recover deleted customer data except at the customer's written request.

2. Deletion requests

By a user. A user can leave an organization from the console; their membership is revoked and audit history keeps their actions. A user can request deletion of their account at support@sotialmedia.com; we verify the request through the account's email address and complete it within 30 days.

By an organization owner. An owner (with multi-factor authentication) can request deletion of the organization from the console. The request is recorded, an export is offered for 30 days, connected accounts are disconnected immediately, scheduled publications are cancelled, and after the export window all content, media and personal data of the organization are deleted. History records are anonymized and retained as described above.

By an agency on behalf of a client. An agency cannot delete a client organization. The client's owner must request deletion; revoking the agency's grant does not delete any client data.

By an end client of an agency. Contact the agency; if the agency does not respond, contact support@sotialmedia.com and we will verify your relationship to the workspace and assist.

3. Export

Organization owners can request an export of their organization's data (organizations, workspaces, memberships, connections metadata, drafts, publications and history, audit events, usage) as a set of JSON files plus media objects, delivered through a signed download link valid for 7 days. Exports are logged in the audit trail. Platform credentials are never included in exports.

4. Platform obligations

Where a destination platform's policies require it (for example removal of content that the platform has deleted or withheld), DataHubz removes or updates the corresponding records within the period the platform requires. Post identifiers and permalinks remain in history unless the platform requires their removal.

5. Legal holds

Where DataHubz is required by law or by a pending dispute to preserve data, the affected records are excluded from deletion for the duration of the hold and the Customer is informed where permitted.

6. Changes

Updates are posted at https://sotialmedia.com/legal/retention. Material changes are notified to organization owners 30 days in advance.