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Rolyio Data Deletion and Retention Policy

Last updated: [DATE]

TODO before publication (placeholders to resolve with legal counsel):

• [COMPANY LEGAL NAME / OPERATOR] — legal entity or sole operator name
• [JURISDICTION] — governing jurisdiction
• [DATE] — effective date
• support@rolyio.com — confirm official contact address
• Confirm backup retention window (up to 90 days) matches actual infrastructure configuration
• Confirm audit log retention (up to 30 days post-deletion) matches implementation
• Legal review: GDPR Art. 17 alignment, processor deletion obligations for the DPA

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This policy explains what data Rolyio stores, how long it is kept, and how it is deleted. It supplements the Privacy Policy.

1. The Starting Point: Your Contacts Stay With Your Provider

Rolyio does not store a copy of your address book. Contacts live in your Google or Microsoft account and are accessed via the Google People API and Microsoft Graph API. Deleting your Rolyio account never deletes your contacts at Google or Microsoft — and conversely, most of what Rolyio deletes is configuration and sync metadata, not your contacts.

2. What Rolyio Stores, and For How Long

Data	Contents	Retention
Account records	Email, display name, email domain	Until account/org deletion
OAuth tokens	Google/Microsoft tokens, encrypted at rest (AES-256-GCM)	Until you disconnect the account — then deleted immediately
Labels and share rules	Your sharing configuration	Until account/org deletion (cascade)
Links	Identifier mappings between contact copies across accounts (no contact content)	Until account/org deletion (cascade)
Sync state	Provider sync cursors and bookkeeping	Until account/org deletion (cascade)
Audit log	Who did what and when; payloads may include contact names	Up to 30 days after account/org deletion
Trash	Temporary snapshots of the full content of deleted contacts, kept for recovery from accidental deletions	Automatically purged after 30 days (TTL), regardless of account status
Backups	Encrypted database backups containing the above	Expire on a rolling basis within 90 days

3. Deletion Triggers

3.1 Disconnecting a connected account

When you disconnect a Google or Microsoft account in the app (or revoke access from your provider’s side):

• The stored OAuth tokens for that account are deleted immediately.
• Rolyio can no longer read or write any data for that account.

You can also revoke access directly at your provider at any time:

• Google: Google Account security settings
• Microsoft: Microsoft My Apps

3.2 Deleting your account or organization (in-app)

When a user deletes their account, or an organization is deleted, Rolyio performs a cascade deletion of:

• User records (email, name, domain)
• Labels and share rules
• Links (contact mapping identifiers)
• Sync state (cursors)

After the cascade:

• The audit log for the deleted account/org is retained for up to 30 days, then deleted.
• Copies in backups expire on the normal backup rotation within 90 days.

3.3 Trash auto-purge

Trash snapshots of deleted contacts are purged automatically 30 days after the contact was deleted. This happens without any action on your part and cannot be extended. If you need a snapshot removed sooner, contact support@rolyio.com.

4. Why Some Data Is Retained Briefly

• Audit log (up to 30 days post-deletion): to investigate abuse, security incidents, and disputes about recent account activity.
• Backups (up to 90 days): to allow disaster recovery. Backups are not used to restore data for deleted accounts except where necessary to recover the Service as a whole; deleted data ages out of backups as they rotate.
• Trash (30 days): solely so users can recover contacts deleted by mistake.

5. Deletion Requests

• Rolyio account holders: use the in-app disconnect and delete functions (Sections 3.1–3.2), or email support@rolyio.com.
• Individuals whose contact details were shared through Rolyio by a customer: the customer (data controller) is responsible for handling your request; contact the organization that holds your details. As a processor, Rolyio will assist the controller with deletion requests. Note that the contact record itself lives in the customer’s Google/Microsoft account, not in Rolyio.

We aim to respond to deletion requests within 30 days.

6. Contact

[COMPANY LEGAL NAME / OPERATOR] — [JURISDICTION] Email: support@rolyio.com