Data Retention Policy

1. Overview

This Data Retention Policy outlines how long PID AI Chat retains different types of data, how data is handled upon account termination, and how you can request deletion of your data. This policy applies to all data processed through the PID AI Chat platform.

2. Retention Periods

We retain different categories of data for different periods based on operational needs and legal requirements:

Data Category	Retention Period	Notes
Account Information	Duration of account + 90 days	Deleted 90 days after account closure
WhatsApp Messages	12 months	Automatically purged after 12 months from delivery
Media Files (images, documents)	6 months	Media attachments are purged after 6 months
Contact / CRM Data	Duration of account + 90 days	Retained while account is active
Chatbot Flow Configurations	Duration of account + 30 days	Exportable before account closure
Analytics and Logs	6 months	Aggregated analytics may be retained longer
Billing Records	7 years	Required for tax and legal compliance
Server Access Logs	90 days	Used for security monitoring

3. Data Upon Account Termination

When you close or cancel your PID AI Chat account:

You will have 30 days to export your data (contacts, chat history, and flow configurations) before deletion begins.
After the 30-day grace period, your data will be queued for permanent deletion.
Account information and CRM data will be fully deleted within 90 days of account closure.
Billing records are retained for 7 years as required by tax regulations.
Data that has been included in anonymized, aggregated analytics may persist beyond these periods but cannot be traced back to your account.

4. Data Deletion Requests

You may request early deletion of your data at any time, subject to the following:

Send a data deletion request to pt.immigrationdiaries@gmail.com from the email address associated with your account.
Include your account email and business name in the request.
We will acknowledge your request within 5 business days and process the deletion within 30 business days.
Certain data (such as billing records) cannot be deleted early due to legal requirements.
Once deleted, data cannot be recovered.

5. Data Backups

We maintain encrypted backups of platform data for disaster recovery purposes. Backup data follows the same retention schedules and is permanently purged in accordance with the timelines described above. Backup deletion may take up to an additional 30 days beyond the stated retention period.

6. Third-Party Data

Data transmitted through Meta's WhatsApp Business API may also be subject to Meta's own data retention policies. We encourage you to review Meta's Privacy Policy and WhatsApp Business Terms for details on how Meta handles message data on their infrastructure.

7. Changes to This Policy

We may update this Data Retention Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Material changes affecting your data will be communicated via email.

8. Contact Us

For questions about data retention or to submit a deletion request:

pt.immigrationdiaries@gmail.com

+351 920 236 334

app.portugalimmigrationdiaries.com