CloviSEO
CloviTek Inc. maintains this Data Handling and Deletion Schedule as a component of our broader Privacy Policy and Terms of Service. It outlines our retention periods for each category of personal information, the justification for maintaining such data, and the secure deletion or anonymization protocols executed upon schedule expiration or a valid user request. We evaluate and refresh this document annually, or sooner if significant updates are made to our data management practices.
The following framework details how long we store each type of personal information, the conditions that initiate deletion, and the specific methods used to securely destroy or anonymize the records once they are no longer needed.
| Data Category | Retention Period | Deletion / Anonymization Method | Retention Purpose |
|---|---|---|---|
| Contact & Identity Information | Account duration + 2 years | Secure erasure on verified request or 2 years post-close | Account management, support, legal compliance |
| Account & Profile Data | Account duration + 2 years | Secure erasure on verified request or 2 years post-close | Account security, personalization |
| Billing & Payment Data | 7 years after transaction | Anonymization after tax-retention period | Tax, accounting, regulatory compliance |
| Usage & Activity Data | 2 years from collection | Rolling deletion; anonymized after 2 years | Analytics, security, service improvement |
| Uploaded Content / Files | Account duration + 30 days post-close | Secure multi-pass overwrite + third-party confirmation | Service delivery, user access |
| Support / Communications | 2 years after last interaction | Secure erasure; anonymized summaries retained | Support, dispute resolution, quality assurance |
| AI-Generated Outputs | Account duration + 90 days | Secure erasure on account close | Service delivery, output history |
| Marketing & Preferences | Until opt-out or 2 years inactivity | Immediate erasure on opt-out | Marketing, preference management |
| Cookies & Analytics Data | 13 months (analytics); session (essential) | Auto-expired; browser deletion on consent withdrawal | Site performance, analytics |
| Third-Party Integration Data | Integration duration + 1 year | Coordinated with third-party provider; confirmation obtained | Workflow automation, integrations |
| Legal & Compliance Data | 7 years or as required by law | Legal hold review before any deletion | Legal, audit, regulatory compliance |
| Data Subject Requests | 2 years from request resolution | Secure erasure after retention period | Compliance documentation, audit trail |
Our deletion protocols vary based on the nature of the information and where it is stored. We employ industry-standard techniques to ensure irretrievable removal of digital records, including secure overwriting, cryptographic erasure, and safe physical destruction of hardware media when necessary.
Upon removing information from our primary infrastructure, we mandate corresponding deletions across all external service providers that handle our data. We maintain documented agreements with these partners to guarantee compliance, tracking each engagement and verifying the completion of cross-system data removal through formal audits and written confirmations.
| Category | Provider(s) | Deletion Procedure |
|---|---|---|
| Cloud Hosting / CDN | AWS S3 / CloudFront, Cloudflare | Deletion request sent via provider API or DPA process; written confirmation obtained within 30 days |
| AI / Generation | CloviAI | Deletion request sent via provider API or DPA process; written confirmation obtained within 30 days |
| Text-to-Speech | ElevenLabs | Deletion request sent via provider API or DPA process; written confirmation obtained within 30 days |
| Payments | CloviPay | Deletion request sent via provider API or DPA process; written confirmation obtained within 30 days |
| Email / Messaging | EmailIt | Deletion request sent via provider API or DPA process; written confirmation obtained within 30 days |
| Media / Video | Gumlet | Deletion request sent via provider API or DPA process; written confirmation obtained within 30 days |
Users seeking to remove their personal information should email [email protected]. Upon receipt, we will authenticate your identity, execute deletion or anonymization procedures across all applicable systems, instruct downstream processors accordingly, and issue a written confirmation once complete. Processing occurs within the timeframe mandated by applicable regulations. Certain information, such as transaction records required for accounting or tax obligations, may be preserved beyond standard limits to satisfy legal mandates.
Every deletion and anonymization event is recorded within our internal compliance logs to ensure full traceability. We conduct mandatory reviews of this Schedule on an annual basis, following any substantial adjustments to our data lifecycle, and promptly after security incidents or regulatory examinations. For inquiries or clarification, please direct communications to [email protected]. Document versions track the most recent review date.