Data Retention Policy
- Version
- 1.0
- Effective Date
- August 1, 2026
- Status
- Active
Version: 1.0 Effective Date: August 1, 2026 Status: Active
This document is part of the VesEvi Version 1.0 legal documentation package, effective August 1, 2026, using docs/platform/VesEvi-Version-1-Product-Book.md (§18) and Evidence-Retention.md as the source of truth for product capability. It uses conservative, industry-standard language appropriate for an early-stage software company; as with any company's policies, periodic legal review is expected as VesEvi grows, and future revisions will be published as Version 1.1, Version 2.0, and so on.
1. Purpose
This Policy explains how long different categories of your data are retained, what happens during synchronization and cleanup, and how deletion requests are handled, including known exceptions.
2. Local Mobile Storage
Evidence you capture on the Mobile app is initially stored on your device. Depending on your connectivity and the point in the inspection workflow, this local copy is retained until it has been successfully uploaded and, in some cases, for a period afterward for your reference, subject to normal device storage management.
3. Synchronization
Locally captured evidence is uploaded to VesEvi's backend when connectivity is available. As of this Policy's effective date, full offline-first synchronization with an automatic background queue is not yet implemented — upload currently requires an active connection at the time of upload. See the Terms of Service and the Product Book for the current state of offline capability.
4. Cleanup
Local drafts and cached data on your device may be cleared through normal app or device behavior. Once evidence has been successfully uploaded and an inspection submitted, the authoritative copy of your evidence is the one stored on VesEvi's backend, described below.
5. Backend Retention
| Data category | Retention |
|---|---|
| Original (source) video evidence | Retained for approximately 60–90 days after capture, after which it becomes eligible for deletion. |
| Frames extracted from video for analysis | Retained temporarily, as an intermediate processing artifact. |
| Evidence images tied to a confirmed finding | Retained durably, for the long term, with no scheduled expiration. |
| Finding metadata (category, severity, bounding box, review status) | Retained permanently as part of the inspection record. |
| Generated reports (PDF) | Retained long-term where report storage is enabled for your account or workspace. |
6. Reports
Where report generation and storage are enabled, generated reports are retained long-term so that a report you or another authorized party generated remains available for future reference.
7. Metadata
Structural metadata about your inspections, assets, and comparisons (such as identifiers, timestamps, and status) is retained as part of the operation of the Service and as the record of what occurred, independent of the retention period of the underlying media.
8. Worldwide History
If you share an inspection to Worldwide History, the published record is retained while it remains public. If you withdraw it, or a moderator removes it, it is hidden from public access immediately, but the underlying data is retained internally rather than deleted, so that: withdrawal can be reversed by you through re-sharing (as a new record) or, in limited cases, by a moderator reactivating the specific withdrawn record; and VesEvi maintains an accurate internal record of what was previously public and why it was withdrawn or removed. Whether a withdrawn or removed Worldwide History record's already-public derivative content should eventually be permanently purged, rather than retained, is a policy question that has not yet been finally decided as of this Policy's effective date; this Policy will be updated once that decision is made.
9. Deletion Requests
You may request deletion of your account and associated data by contacting Info@vespaan.com. We will honor deletion requests to the extent required by applicable law and consistent with the exceptions in Section 10 below.
10. Exceptions
Certain data may not be deleted immediately or in full upon request, including: data we are required to retain for legal, tax, security, or dispute-resolution purposes; data underlying a Worldwide History record that another party may reasonably rely on, until that specific policy question (Section 8) is resolved; and aggregated or de-identified data that no longer identifies you. Where full deletion is not immediately possible, we will restrict further use of the data to what is necessary for the retention purpose.
This document must remain consistent with the Privacy Policy, Evidence Integrity Policy, and Worldwide History Policy, all part of the same VesEvi Version 1.0 legal package.