Data Retention & Deletion
Last updated: 4 September 2026
How long Niyora keeps data, what happens when you delete it, and what survives deletion and why. This expands §6 of the Privacy Policy.
1. The principle
For the client data your firm uploads, you decide - you are the Data Fiduciary and we keep it while your account is active and act on your instructions. For the data we hold as Data Fiduciary (your firm's account, team and billing records), we keep it while your account is active and afterwards only for as long as law, tax and audit obligations require.
2. Retention by data class
| Data | How long we keep it | What ends it |
|---|---|---|
| Client and company records you upload | While your account is active | You delete it, or your account closes |
| Uploaded documents and files, and the searchable text and embeddings derived from them | With the record they belong to | Deleting the record, or account closure |
| Invoices, quotations and financial records | While active, then as long as tax and audit law requires | Statutory period |
| Your firm's account and team records | While active, then as required for tax and audit | Account closure + statutory period |
| Sign-in location coordinates | 90 days, then the coordinates are erased automatically | Automatic - the decision and the distance from your office are kept as an audit record, the location itself is not |
| Work-location check-ins | With the related time record | Account closure |
| Firm-member HR profiles (date of birth, addresses, emergency contact) | While the member's account exists, then as long as the firm must keep employment records | The firm or the member clears the field; deleting the member deletes the profile |
| Firm-member government identifiers and identity documents (off unless your firm switches them on) | Same as above; documents are held in private storage, never mirrored to a connected cloud drive | Deleted by the firm or the member at any time; deleting the member deletes them |
| Product-usage records (which module a member was in, in five-minute blocks - no address, content, client or record) | 400 days, then deleted automatically | Automatic, or account purge |
| Read-only support sessions (who opened your account, when, and why) | Kept as part of the audit trail | Account purge |
| Consent records, audit trails and administrative logs | Kept as the compliance record for as long as needed to evidence compliance | Account purge |
| Backups | On a rolling window set by our infrastructure provider | Ages out automatically |
3. Deleting your data
Deleting individual records. You can delete clients, documents and records in the app at any time. Where a document has been indexed for AI search, the derived text and embeddings are removed with it.
Closing your account. On closure we will, on request and subject to law, make your data available for export for a reasonable period, and then delete it.
Full erasure. We can permanently and irreversibly erase everything associated with your firm - every record in every table, all stored files, and client-portal login identities. This is a deliberate, confirmed operation with no undo, so we require written confirmation from a firm administrator before running it. Contact privacy@niyora.space.
4. What deletion does not reach - stated plainly
- Backups. Deleted data can persist in encrypted backups until they age out of the rolling window. It is not restored to the live service, and it expires on its own.
- Copies on your own cloud drive. If you enabled the Google Drive or OneDrive mirror, copies of your files are in your storage. Deleting them in Niyora does not delete them there - only you can do that.
- Content held by AI providers. Where an AI feature has sent content to Anthropic or OpenAI, any retention on their side is governed by their terms, not ours. They do not use it to train their models, but we cannot delete on their systems on your behalf.
- Records we are required to keep. Some invoicing, tax, consent and audit records must be retained by law even after a deletion request. We keep the minimum required, and no more.
5. Requests from individuals
If a director, shareholder or other individual whose data appears in your client records asks for it to be corrected or erased, that request goes to your firm, because your firm is the Data Fiduciary for that data. We will assist you in responding - contact privacy@niyora.space.
For data where Niyora is the Data Fiduciary - your own team members' account records - an individual may contact us directly. See §8 of the Privacy Policy.
Questions about retention or deletion? Contact privacy@niyora.space.