1. Overview
This Data Retention and Deletion Policy explains how Kommon Poll keeps, deletes, and manages different categories of data. It applies to account data, Customer Data, public-source data, reports, support records, logs, billing records, cookies, backups, and related operational information.
Retention periods may vary based on the applicable plan, Order Form, DPA, account settings, source availability, legal obligations, dispute needs, security requirements, backup cycles, and technical limitations.
2. Retention principles
We aim to retain information only for as long as reasonably necessary for the purpose for which it was collected or processed.
- We keep account and product data while an account is active or needed to provide the Service.
- We may retain information longer where required for legal, tax, accounting, dispute, fraud-prevention, security, compliance, backup, or legitimate business reasons.
- We may delete, aggregate, anonymise, or de-identify information when it is no longer needed.
- Public Source Data may change or disappear when source platforms remove, restrict, edit, or block content.
3. Indicative retention schedule
| Data category | Examples | Typical retention approach |
|---|---|---|
| Account and user data | Names, email addresses, company details, roles, login metadata, preferences. | Kept while the account is active and for a reasonable period after closure for administration, support, security, and dispute purposes. |
| Customer search configurations | Keywords, links, competitors, tracked brands, sources, alerts, settings, filters. | Kept while needed to provide the Service, unless deleted by the customer or removed under the applicable agreement. |
| Public Source Data | Public posts, comments, reviews, news, forums, metadata, URLs, engagement metrics. | Kept according to the customer plan, source availability, refresh rules, technical limits, and legal or contractual requirements. |
| Reports and exports | Generated reports, dashboards, screenshots, CSV exports, PPT/PDF outputs, AI summaries. | Kept while available in the account or as otherwise configured. Downloaded copies are controlled by the customer. |
| AI processing data | Prompts, source snippets, summaries, classifications, sentiment, translations, recommendations. | Kept as part of the relevant account, logs, reports, or product operation unless deleted, expired, or anonymised according to the applicable configuration. |
| Support and feedback records | Support emails, chat messages, tickets, product feedback, changelog interactions. | Kept as long as needed to provide support, maintain account history, improve the Service, and resolve disputes. |
| Billing and transaction records | Invoices, receipts, subscription records, payment status, tax or accounting records. | Kept for as long as required or permitted for tax, accounting, legal, audit, and dispute purposes. |
| Security and technical logs | IP addresses, device data, system logs, error logs, access logs, security events. | Kept for security, troubleshooting, fraud prevention, reliability, and audit purposes for a reasonable operational period. |
| Cookies and website analytics | Cookie identifiers, page views, preference records, attribution data, analytics data. | Handled according to the Cookie Policy and provider settings. |
| Backups | Backup copies, disaster recovery copies, archival system snapshots. | Deleted or overwritten through normal backup cycles, unless preserved for legal, security, or recovery reasons. |
This table is indicative. A signed agreement, Order Form, DPA, legal hold, or technical constraint may require a different retention period.
4. Customer deletion requests
Customers may request deletion of account data or Customer Data by contacting us or using available product controls. We will process deletion requests within a reasonable period, subject to verification, legal requirements, payment records, dispute needs, backups, logs, and technical limitations.
Deleting data from an active dashboard may not immediately remove all copies from backups, logs, cached systems, exported files, or customer-downloaded reports.
5. Account termination
After termination or expiry of a subscription, we may disable account access and delete or archive Customer Data according to the applicable Terms, Order Form, DPA, plan limits, backup cycles, and legal requirements.
Customers should export any required reports or records before cancellation, expiry, or deletion, unless the applicable agreement states otherwise.
6. Source deletion and public content changes
Kommon Poll may show Public Source Data collected from social networks, news, blogs, forums, reviews, public channels, and other public or third-party sources. If content is edited, deleted, restricted, blocked, or made private at the source, Kommon Poll may not immediately reflect that change.
Where technically and commercially feasible, we may refresh, remove, or limit access to source content based on source restrictions, legal requests, customer requests, or platform changes.
7. Legal holds and exceptions
We may retain information where necessary to comply with law, respond to lawful requests, enforce agreements, resolve disputes, collect fees, prevent fraud or abuse, investigate security incidents, protect rights, or maintain business records.
We may also retain aggregated, de-identified, or anonymised information that no longer identifies a person or customer, where permitted by law.
8. Contact
For retention or deletion requests, contact:
Synapse Artificial Intelligence Labs (Pvt) Ltd
132/12, Hiripitiya, Pannipitiya, Sri Lanka
Email: help@kommonpoll.com