Techly Records Management Policy

Purpose

Keeping information longer than it is needed adds risk and serves nobody. This policy sets how long Techly Operations Pty Ltd (Techly) keeps each kind of record, and how each is disposed of when its time is up.

Scope

Every record Techly holds about Pyron and its customers: Customer Data, backups, the audit trail, logs, error reports, enquiries and business records.

In short

These are the periods the Privacy Statement publishes:

• Audit Trail records: 24 months.
• Customer Data: as configured by the customer, and for the subscription term. On termination, a 30-day export window, then deletion within 90 days. Backup sets are deleted on their normal rotation and remain encrypted and inaccessible until then.
• Security logs, meaning records of activity on our cloud accounts and infrastructure: 12 months. Application logs: up to 30 days. Error reports: up to 90 days.
• Enquiries and business contacts: 7 years, or until you ask us to remove them.

Retention schedule

Record	Kept for	How it is disposed of
Customer Data: the records, forms, files, pages, automations and conversations in a workspace	The subscription term, as the customer configures	When the customer leaves, as described below
Files a person deletes in Pyron	30 days in Trash	Removed for good by a daily sweep
Other items a person deletes in Pyron	Hidden from everyone, and kept with the workspace's data	Removed when the workspace is deleted, or sooner if the customer asks
Earlier versions of pages and reports	The last 20 of each	Older versions are removed as new ones are published
Earlier versions of automations	Every version	Removed with the workspace
Database backups	A rolling 35 days	Expire automatically
Earlier versions of stored files	30 days	Expire automatically
The audit trail	24 months	Removed by a daily sweep, which records each removal so that what remains can still be verified
Security logs: AWS CloudTrail and the cluster's control-plane logs	12 months	Expire automatically
Application logs	Up to 30 days	Deleted by Grafana Cloud
Error reports	Up to 90 days	Deleted by Sentry
A website enquiry that leads to no business relationship	24 months from the last contact	Deleted, as clause 16.6 of the Website Terms says
Business contacts and correspondence with customers and suppliers	7 years, or until the person asks us to remove them	Deleted
Techly's financial and corporate records	As long as the law requires	Deleted
These policies	Every version	Kept in Techly's source history

A record may be kept longer only where the law requires it, or to deal with an incident or a legal claim, and only for as long as that lasts.

When a customer leaves

1. Export. For 30 days after the subscription ends, Techly helps the customer take a copy of its data.
2. Delete. Within 90 days of the end, the Technical Director deletes the workspace through Techly's documented procedure. It removes the workspace's database schema and every row in it, its stored files, its saved credentials and secrets, its single sign-on set-up, and its environment in the authorisation service.
3. Confirm. Techly confirms the deletion to the customer in writing.
4. Backups. Backups taken before the deletion expire on their normal rotation, within 35 days, and stay encrypted and inaccessible until then.

A customer may ask for its workspace to be deleted sooner.

Who is responsible

• The Technical Director owns this policy, makes sure each period above is enforced by the system that holds the record, and deletes a departing customer's workspace.
• Both directors keep business correspondence and corporate records as this policy says.

Once a year, as part of the review, the Technical Director checks that each automatic expiry is still in place and deletes any website enquiry past its 24 months.

Review

The Technical Director reviews this policy every year with the Privacy Statement, and whenever a new kind of record is kept.