Legal release status: This reference document is not yet effective or available for contractual acceptance.The licensed operator identity has been documented. Operational retention and deletion commitments, provider/AI agreements, international-transfer safeguards and release approval still require verification.
1. Purpose and current status
Keep personal information only for a specified lawful purpose, necessary service processing, applicable records obligations and documented Customer instructions. Fixed export, live-record deletion and backup-expiry timelines have not been confirmed as a system-wide commitment. Do not infer automatic erasure merely from cancelling a subscription, removing an account or disconnecting an integration.
2. Workspace and employment records
The organisation determines its employee-record purposes and applicable recordkeeping duties. HR Copilot processes those records on lawful instructions. Assess employee data, payroll, leave, requests, signature evidence and document objects separately; remove unnecessary information rather than keeping every record indefinitely while subscribed.
3. Imported messages and meeting records
Users can delete their own unconverted Gmail import copies under the disclosed controls after pausing ongoing synchronisation, even after disconnection. Converted HR Requests, legacy unattributed imports, meeting records and backup copies require authorised privacy handling. Existing Calendar events remain in the connected account until handled there.
4. AI, email, security and billing records
Provider records have their own contractual and configuration-dependent retention. Verify relevant AI response/application state, abuse-monitoring records, email delivery/inbound records and support/security logs. Billing and legal evidence may require retention for a specific legal purpose. Publish actual periods or meaningful criteria only after verifying those dependencies.
5. Termination, export and deletion
An authorised person can request secure export/deletion through info@sinartech.ae, including after subscription expiry. Verify identity, organisation authority, the requested scope, applicable duties and any justified legal hold. Record the response and securely deliver exports. A final schedule must specify the export window and active-system deletion deadline.
6. Backups and legal holds
Backups and document bytes require explicit inventory and expiry handling; a completed database backup does not itself establish a document-byte backup or successful recovery. Protect retained copies from ordinary use, limit legal holds to their documented purpose and reapply applicable deletion instructions before restored data returns to normal service. Verify provider expiry and the restoration process before promising a backup-deletion deadline.
7. Decisions before activation
The illustrative 30-day export, subsequent 30-day primary-deletion and 90-day backup-expiry options in the internal review are not adopted promises or statutory deadlines. Approve an implementable schedule, test it and complete applicable supplier/transfer and legal review before activating final documents.