Data Retention Policy
- Version
- 1.1
- Effective Date
- November 9, 2026
- Status
- Active
Version: 1.1 Effective Date: November 9, 2026 Status: Active
This document is part of the VesEvi Version 1.0 legal documentation package, effective August 1, 2026, using docs/platform/VesEvi-Version-1-Product-Book.md (§18) and Evidence-Retention.md as the source of truth for product capability. It uses conservative, industry-standard language appropriate for an early-stage software company; as with any company's policies, periodic legal review is expected as VesEvi grows, and future revisions will be published as Version 1.1, Version 2.0, and so on.
1. Purpose
This Policy explains how long different categories of your data are retained, what happens during synchronization and cleanup, and how deletion requests are handled, including known exceptions.
2. Local Mobile Storage
Evidence you capture on the Mobile app is initially stored on your device. Depending on your connectivity and the point in the inspection workflow, this local copy is retained until it has been successfully uploaded and, in some cases, for a period afterward for your reference, subject to normal device storage management.
3. Synchronization
Locally captured evidence is uploaded to VesEvi's backend when connectivity is available. As of this Policy's effective date, full offline-first synchronization with an automatic background queue is not yet implemented — upload currently requires an active connection at the time of upload. See the Terms of Service and the Product Book for the current state of offline capability.
4. Cleanup
Local drafts and cached data on your device may be cleared through normal app or device behavior. Once evidence has been successfully uploaded and an inspection submitted, the authoritative copy of your evidence is the one stored on VesEvi's backend, described below.
5. Backend Retention
| Data category | Retention |
|---|---|
| Original (source) video evidence | Currently retained, with no automatic deletion. VesEvi intends to introduce automatic deletion of original video after a set period; this Policy will be updated, with notice, before that begins. Inspection reports may show a "retention expires" date for each video; that date is not currently enforced. |
| Frames extracted from video | Retained with no scheduled deletion, including after any future deletion of the original video, because inspection evidence and reports rely on them. |
| Evidence images tied to a confirmed finding | Retained durably, for the long term, with no scheduled expiration. |
| Privacy-protected condition images (inspection evidence gallery) | Retained for as long as the inspection record exists. Submitted inspections are archived rather than deleted, so these images are not deleted automatically; they can be deleted on request (Section 9). They are separate, face-covered copies (see the Privacy Policy, Section 2.10); deleting them never alters your original evidence. |
| Finding metadata (category, severity, bounding box, review status) | Retained permanently as part of the inspection record. |
| Inspection records | A submitted inspection is archived rather than deleted. Only an inspection that was started and holds no captured evidence can be deleted. |
| Generated reports (PDF) | Not stored by VesEvi. A verification record of each issued report (its code, a cryptographic fingerprint, who issued it and when) is retained permanently so the report can be verified. |
Privacy-protected condition images are prepared only for inspections submitted on or after this Version's effective date, and only once the person who submitted the inspection has personally accepted the Privacy Policy version that describes them. That acceptance must be given within 30 days of submission; if it is not, no images are prepared for that inspection, and a later acceptance does not cause them to be prepared. They are private to the inspection and are never published. Sharing an inspection to Worldwide History does not publish them: Worldwide History prepares its own public images (Section 8).
6. Reports
VesEvi generates each report when you request it and does not keep a copy. It keeps only the verification record described in Section 5, so that anyone holding the report can confirm it is genuine and unaltered. A report that has been downloaded, saved or shared cannot be recalled or deleted by VesEvi, including any images it contains. Deleting data from the Service later, including condition images, does not change reports already issued, and they remain verifiable.
7. Metadata
Structural metadata about your inspections, assets, and comparisons (such as identifiers, timestamps, and status) is retained as part of the operation of the Service and as the record of what occurred, independent of the retention period of the underlying media.
8. Worldwide History
If you share an inspection to Worldwide History, the published record is retained while it remains public. If you withdraw it, or a moderator removes it, it is hidden from public access immediately, but the underlying data is retained internally rather than deleted, so that: withdrawal can be reversed by you through re-sharing (as a new record) or, in limited cases, by a moderator reactivating the specific withdrawn record; and VesEvi maintains an accurate internal record of what was previously public and why it was withdrawn or removed. Whether a withdrawn or removed Worldwide History record's already-public derivative content should eventually be permanently purged, rather than retained, is a policy question that has not yet been finally decided as of this Policy's effective date; this Policy will be updated once that decision is made.
9. Deletion Requests
You may request deletion of your account and associated data by contacting Info@vespaan.com. We will honor deletion requests to the extent required by applicable law and consistent with the exceptions in Section 10 below. Deletion requests are handled manually by VesEvi staff, not automatically.
You may also ask us to delete the privacy-protected condition images of a specific inspection. Once deleted, they are not prepared again for that inspection, and later reports for it do not include them. Your original evidence, and reports already issued, are not changed. Copies held in VesEvi's backups are not altered; they are kept only for recovery and are removed as those backups are replaced.
10. Exceptions
Certain data may not be deleted immediately or in full upon request, including: data we are required to retain for legal, tax, security, or dispute-resolution purposes; data underlying a Worldwide History record that another party may reasonably rely on, until that specific policy question (Section 8) is resolved; and aggregated or de-identified data that no longer identifies you. Where full deletion is not immediately possible, we will restrict further use of the data to what is necessary for the retention purpose.
This document must remain consistent with the Privacy Policy, Evidence Integrity Policy, and Worldwide History Policy, all part of the same VesEvi legal package. Version 1.1 of this Policy is issued together with Version 1.4 of the Privacy Policy and Version 1.4 of the Worldwide History Policy.