Last updated: December 2025
VAALID Inc. helps teams manage research, insights, and organizational knowledge with clarity and governance. This policy explains how we store customer data, how long we retain it, how deletion works, and what rights and controls are available to organizations.
Our approach follows best practices from modern SaaS providers and aligns with key principles found in SOC 2 and GDPR—such as data minimization, access controls, auditability, and user-initiated deletion workflows.
1. What This Policy Covers
This policy applies to all content and metadata you create or upload in VAALID, including:
- Workspaces, projects, documents, snippets, insights, surveys, transcripts, attachments
- Reports, whiteboards, generated assets
- User profiles, membership records, roles, permissions
- Audit events and high-level activity logs
VAALID never uses customer content to train external AI models, and customer data is not shared with third parties except as required for core service operations (e.g., storage, compute, email delivery).
2. How Long We Keep Your Data
Active Subscription
As long as your organization maintains an active subscription, we retain data so that you and your team can access, export, and build upon it. Data is stored in secure and redundant infrastructure.
When a Subscription Is Cancelled
If an owner cancels a subscription or requests deletion:
- The organization enters a Pending Deletion state
- The workspace becomes read-only (no edits, full export access)
- A 7-day grace period begins
This grace period gives teams time to export content or reactivate their subscription.
After the Grace Period
When the grace period ends, all customer content is permanently deleted. This includes:
- Documents, snippets, insights, reports
Surveys and transcripts - Uploaded files and attachments
- Workspace and project structures
- AI-generated analysis
- Search indexes and embeddings
Once deletion is complete, data cannot be restored.
3. Notifications & Transparency
During Pending Deletion, we notify organization owners, admins, and billing contacts:
- Immediately when deletion is scheduled
- Several times during the grace period
- One day before final deletion
Clear in-app indicators (banners and countdown timers) provide visibility to all users.
4. Your Controls & Options
Cancel Deletion
Owners or billing admins may cancel a Pending Deletion at any point during the 7-day window by:
- Reactivating the subscription, or
- Clicking Cancel Deletion in organization settings
Export
Before deletion occurs, organizations may export:
- Workspace data
- CSV files
- Documents
- Reports
User Removal
If a user is removed from an organization:
- Their contributions remain,
- Ownership transfers to the organization, and
- All references remain intact to ensure auditability and historical accuracy
This ensures organizational continuity even as team membership changes.
5. Legal Holds & Exceptions
If VAALID receives a lawful request (e.g., litigation hold or regulatory inquiry):
- Deletion is paused
- Data is preserved until the hold is lifted
Once lifted, the standard deletion timeline resumes.
6. Minimal Metadata Retained After Deletion
For fraud prevention, system integrity, and financial compliance, we may retain:
- Organization ID
- Deletion timestamps
- Audit events indicating deletion
- Stripe transaction records
This metadata contains no customer content and is stored securely for up to 24 months.
7. Privacy Commitments
VAALID is designed with privacy by default:
- Encrypted in transit and at rest
- Role-based access controls
- Sensitive-data-aware workflows
- Consent and data-subject rights handled through our Privacy Policy
We do not sell or monetize customer data.
8. Questions or Requests
For any deletion-related questions or appeals, contact:
support@vaalid.com
For privacy-specific inquiries:
privacy@vaalid.com
We regularly update this policy to reflect product changes, regulatory requirements, and best practices.
