Data Retention Policy

Document owner: Chief Privacy Officer (CPO) Version: 3.0 Effective date: January 1, 2026 Last updated: January 15, 2026 Classification: Public — Trust Center Review cadence: Annual review; ad hoc review upon material regulatory or product changes Company: Acme Cloud, Inc. Address: 1200 Market Street, Suite 400, San Francisco, CA 94103, USA Primary contacts: trust@acmecloud.com | security@acmecloud.com | privacy@acmecloud.com

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1. Document Purpose and Objectives

This Data Retention Policy establishes comprehensive requirements, schedules, and procedures for how long Acme Cloud, Inc. retains personal data, customer content, system logs, business records, and other information assets, and how data is securely deleted when retention periods expire or deletion is requested. The policy ensures compliance with data protection regulations, contractual obligations, and industry standards while supporting business operations and customer trust.

The primary objectives of this Data Retention Policy include the following strategic and operational goals that guide all data lifecycle management activities across the organization:

Objective	Description	Success Metric
Regulatory Compliance	Satisfy data retention and deletion requirements under GDPR, CCPA, HIPAA, and other applicable regulations	Zero regulatory findings related to retention or deletion
Data Minimization	Retain data only as long as necessary for specified purposes, reducing risk exposure and storage costs	Annual reduction in unnecessary data retention
Customer Rights	Enable timely fulfillment of data subject deletion requests and customer data removal obligations	100% deletion requests fulfilled within SLA
Legal Preservation	Maintain data required for legal, regulatory, or contractual purposes for appropriate periods	Zero destruction of legally required data
Operational Efficiency	Automate retention and deletion processes to reduce manual effort and human error	Greater than 95% automated deletion execution
Auditability	Maintain documented evidence of retention practices and deletion activities for compliance verification	Complete audit trail for all deletion activities
Security Enhancement	Reduce data breach risk by minimizing retained data to business-necessary information	Reduced sensitive data footprint
Cost Optimization	Optimize storage costs through lifecycle management and timely data deletion	Year-over-year storage cost efficiency improvement

This policy aligns with GDPR Article 5(1)(e) (storage limitation principle), GDPR Article 17 (right to erasure), CCPA/CPRA deletion rights, HIPAA retention requirements, SOC 2 Trust Services Criteria CC6.5 (data disposal), ISO 27001:2022 Annex A.8.10 (information deletion), and contractual obligations in the Data Processing Agreement.

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2. Definitions and Terminology

This section establishes standard terminology used throughout the Data Retention Policy to ensure consistent interpretation and application across all data lifecycle management activities.

Term	Definition
Personal Data	Any information relating to an identified or identifiable natural person, as defined by GDPR Article 4(1), CCPA, and other applicable privacy laws
Customer Data	All data that customers submit to, store in, or process through the Acme Cloud platform, including personal data belonging to customer's end users
Customer Content	Subset of Customer Data consisting of user-generated content, files, documents, and assets uploaded by customers
Account Data	Information about customers themselves, including account settings, user profiles, billing information, and usage data
System Logs	Technical records generated by systems including application logs, access logs, error logs, and debugging information
Security Audit Logs	Records of security-relevant events including authentication, authorization, administrative actions, and access attempts
Business Records	Corporate documents required for legal, tax, financial, or operational purposes
Retention Period	The duration for which data is preserved before becoming eligible for deletion
Legal Hold	Directive to suspend normal retention and deletion for data potentially relevant to litigation, investigation, or regulatory action
Data Subject	An identified or identifiable natural person whose personal data is processed
Data Subject Request (DSR)	A request from a data subject to exercise their rights under privacy regulations (access, deletion, correction, etc.)
Deletion	The process of permanently removing data such that it cannot be recovered
Cryptographic Erasure	Secure deletion method that destroys encryption keys, rendering encrypted data permanently unrecoverable
Anonymization	Irreversibly transforming personal data such that individuals cannot be identified
Pseudonymization	Processing personal data such that it cannot be attributed to a specific individual without additional information
Records of Processing Activities (RoPA)	Documentation of processing activities as required by GDPR Article 30
Retention Schedule	Documented matrix specifying retention periods for different data categories
Data Lifecycle	The stages through which data passes from creation/collection through processing, storage, and eventual deletion

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3. Scope and Applicability

This Data Retention Policy applies to all data processed by Acme Cloud, Inc. regardless of format, storage location, or processing method. The policy governs data across production systems, backups, archives, analytics stores, support tooling, and corporate systems.

3.1 Data Categories in Scope

Category	Description	Examples	Primary Owner
Customer Content	User-generated content and files	Documents, images, exports, API payloads	Customer (controller)
Customer Account Data	Account and user information	User profiles, workspace settings, API keys	Acme Cloud (processor)
Customer Usage Data	Service interaction records	Feature usage, session data, analytics events	Acme Cloud (processor/controller)
Application Logs	Operational system records	Request logs, error traces, performance metrics	Engineering
Security Audit Logs	Security event records	Authentication logs, access logs, admin actions	Security Engineering
Support Records	Customer interaction history	Support tickets, chat transcripts, email correspondence	Customer Success
Billing Records	Financial transaction data	Invoices, payment records, subscription history	Finance
Marketing Data	Consent and communication records	Email preferences, campaign responses, consent evidence	Marketing
Employee Data	HR and employment records	Personnel files, payroll, performance data	HR
Corporate Records	Business operation documents	Contracts, policies, meeting records	Legal/Operations
AI Processing Logs	AI feature interaction metadata	Prompt metadata (content excluded), inference logs	Engineering

3.2 Systems in Scope

System Category	Systems Included	Retention Enforcement	Monitoring
Production Databases	PostgreSQL (RDS), Redis, Elasticsearch	Automated lifecycle jobs	Continuous monitoring
Object Storage	S3 customer file buckets, exports, media	S3 lifecycle policies	Lifecycle metrics
Backup Systems	RDS snapshots, S3 replicas, WAL archives	Rolling retention policies	Backup inventory
Analytics Infrastructure	Analytics pipeline, aggregation stores	Automated purge jobs	Data freshness monitoring
Support Systems	Zendesk, support email archives	Vendor retention settings + manual review	Periodic audit
Billing Systems	Stripe, internal billing database	Regulatory retention schedule	Annual audit
Corporate Systems	Google Workspace, Slack, HRIS	Vendor and manual policies	Periodic audit
Security Infrastructure	SIEM, log aggregation, audit storage	Defined retention + immutable archiving	Continuous monitoring

3.3 Exclusions

Exclusion	Rationale	Governing Process
Data under active legal hold	Preserved pending litigation/investigation	Legal Hold Procedures (Section 7)
Data required by specific regulation	Regulatory minimums override general policy	Regulatory Compliance Section
Customer-exported data	Customer responsibility after export	Terms of Service
Anonymized data	No longer personal data under GDPR	May be retained indefinitely
Aggregated statistics	Non-identifiable; business intelligence	No retention limit

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4. Retention Principles

Data retention decisions at Acme Cloud are guided by the following principles derived from regulatory requirements and best practices.

4.1 Core Principles

Principle	Description	Implementation
Storage Limitation	Personal data shall be kept no longer than necessary for the purposes for which it is processed	Defined retention periods; automated deletion
Purpose Limitation	Data retained only for original or compatible purposes	Purpose documented in RoPA; no secondary use without basis
Data Minimization	Collect and retain only data necessary for specified purposes	Collection review; retention not exceeding need
Accuracy	Reasonable steps to ensure retained data remains accurate	Correction mechanisms; stale data deletion
Integrity and Confidentiality	Appropriate security throughout retention period	Encryption; access control; secure deletion
Accountability	Document and demonstrate compliance with retention requirements	Retention schedules; deletion logs; audit evidence
Transparency	Inform data subjects about retention periods	Privacy Policy; retention disclosure

4.2 Retention Decision Framework

Factor	Consideration	Weight
Legal requirement	Minimum retention mandated by law or regulation	Mandatory
Contractual obligation	Retention required by customer contracts or DPA	Mandatory
Litigation risk	Potential relevance to anticipated or ongoing litigation	High
Operational necessity	Data needed for ongoing service delivery	High
Business justification	Legitimate business purpose for retention	Medium
Data sensitivity	Higher sensitivity warrants shorter retention	Medium
Storage cost	Cost of maintaining data over time	Low
Data subject expectation	Reasonable expectation of data subjects	Medium

When retention periods conflict, the longest legally or contractually required period applies. When no requirement mandates retention, the shortest period meeting business needs applies.

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5. Retention Schedules

This section specifies retention periods for all data categories processed by Acme Cloud.

5.1 Customer Data Retention Schedule

Data Category	Description	Active Retention	Post-Termination Retention	Deletion Method	Legal Basis
Active customer account data	Customer Data in production databases	Duration of subscription	30-day export window + 90 days max	Automated purge + backup rotation	Contract (GDPR Art. 6(1)(b))
Customer content files	Uploaded documents, images, attachments	Duration of subscription	30-day export window + 90 days max	S3 lifecycle deletion	Contract
Customer user profiles	End-user account information	Duration of subscription	Same as account data	Database deletion	Contract
Customer configuration	Workspace settings, integrations, preferences	Duration of subscription	Same as account data	Database deletion	Contract
Customer API keys	Authentication credentials	Until revoked or account termination	Immediate upon termination	Secure credential deletion	Contract/Security
Customer exports	Data exports and downloads	30 days from generation	N/A (customer downloads)	S3 lifecycle deletion	Contract

5.2 Operational Data Retention Schedule

Data Category	Description	Hot Storage Retention	Archive Retention	Deletion Method	Legal Basis
Application logs	Request logs, error logs, debug traces	90 days	None	Automated lifecycle	Legitimate interest
Security audit logs	Authentication, authorization, admin actions	1 year	3 years (security archive)	Secure deletion post-archive	SOC 2/ISO 27001; Legitimate interest
API request logs	API endpoint access and response logs	90 days	1 year (aggregated metrics only)	Automated lifecycle	Legitimate interest
Performance metrics	System performance and capacity data	90 days	1 year (aggregated)	Automated lifecycle	Legitimate interest
Error tracking	Application error records and stack traces	90 days	None	Automated lifecycle	Legitimate interest

5.3 Backup Retention Schedule

Backup Type	Retention Period	Geographic Distribution	Alignment with Production Deletion
Database snapshots (RDS)	90 days rolling	us-east-1 + eu-west-1 cross-region	Deleted data purged via rotation
WAL archives	7 days	us-east-1	Continuous rotation
S3 object versions	90 days	us-east-1 + eu-west-1 replication	Lifecycle deletion
Monthly archives	1 year	S3 Glacier	Annual review
Configuration backups	30 days	S3	Automated lifecycle

5.4 Business Records Retention Schedule

Record Category	Description	Retention Period	Legal Basis	Storage Location
Billing and invoicing	Invoices, payment records, tax documents	7 years	Tax law; SOX-adjacent requirements	Billing system + archive
Contracts	Customer agreements, vendor contracts	Contract term + 7 years	Statute of limitations	Legal document management
Support tickets	Customer correspondence and attachments	3 years from closure	Contract; Legitimate interest	Zendesk + archive
Marketing consent	Opt-in/opt-out evidence	Duration of consent + 3 years	GDPR Art. 7(1); CAN-SPAM	CRM
Penetration test reports	Security assessment deliverables	3 years	SOC 2 evidence	Encrypted archive
Compliance evidence	Audit records, certifications, attestations	7 years	Audit requirements	GRC platform

5.5 Employee Data Retention Schedule

Record Category	Description	Retention Period	Legal Basis	Storage Location
Personnel files	Employment records, performance data	Employment + 7 years	Employment law	HRIS
Payroll records	Compensation, tax withholding	7 years	Tax law	Payroll system
Benefits records	Health, retirement, leave records	Employment + 7 years	ERISA; State law	Benefits system
Recruitment records	Applications, interview notes (not hired)	2 years	Employment law	ATS
Training records	Completion records, certifications	Employment + 3 years	Compliance evidence	LMS

5.6 AI Feature Data Retention Schedule

Data Category	Description	Retention Period	Deletion Method	Legal Basis
AI inference logs	Prompt metadata (no content)	30 days	Automated purge	Legitimate interest
AI feature usage	Feature interaction analytics	90 days	Automated lifecycle	Legitimate interest
AI model inputs	Zero-retention for customer content in prompts	No storage	Not stored	Data minimization
AI evaluation data	Quality assessment records	30 days	Automated purge	Legitimate interest

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6. Customer Data Lifecycle

This section details the complete lifecycle of customer data from collection through deletion.

6.1 Data Lifecycle Stages

Stage	Timeline	Customer Access	Acme Cloud Actions	Customer Actions Available
Collection	Ongoing	Full write access	Process per customer instructions	Data entry; import
Active processing	Subscription term	Full read/write access	Process per DPA; provide service	Full platform functionality
Export preparation	Upon request or termination	Export generation	Generate exports; maintain access	Download exports
Termination notice	Day 0	Continues through term end	Prepare for data return	Export; account settings
Post-termination grace	30 days	Read-only; export APIs	Maintain for export; begin deletion queue	Self-service export
Deletion queue	Days 31-90	No access	Automated deletion from production	Extension request (Enterprise)
Backup purge	Days 91-180	No access	Backups rotate through retention	N/A
Complete purge	Day 180+	N/A	All copies deleted	Deletion certificate request

6.2 Production Deletion Verification

Verification Step	Method	Success Criteria	Documentation
Primary database deletion	Tenant purge stored procedure	Zero rows for tenant identifier	Deletion job log
Object storage deletion	S3 lifecycle + deletion marker	Zero objects with tenant prefix	S3 inventory report
Search index deletion	Elasticsearch delete-by-query	Zero documents for tenant	Index verification
Cache invalidation	Redis key pattern flush	Cache miss on tenant keys	Cache verification log
Analytics store deletion	Analytics pipeline purge	Zero events for tenant	Analytics verification
Backup verification	Backup age exceeds retention	No backups containing tenant	Backup inventory audit

6.3 Enterprise Customization Options

Enterprise customers may configure certain retention parameters within platform limits:

Configuration	Platform Minimum	Platform Maximum	Default	Modification Method
Application log retention	30 days	365 days	90 days	Admin console setting
Audit log retention	90 days	730 days	365 days	Admin console setting
User content soft-delete period	7 days	90 days	30 days	Admin console setting
Export retention	7 days	90 days	30 days	Admin console setting
Post-termination grace period	30 days	60 days	30 days	Contract addendum

6.4 Deletion Certificates

Certificate Type	Availability	Content	Request Process
Production deletion confirmation	Within 5 business days of production deletion	Date of deletion; data categories; method	Support request
Complete deletion certificate	After 90-day backup rotation	Production deletion date; backup purge date; retention period	Enterprise support request
Expedited deletion certificate	For regulatory compliance needs	Deletion dates; applicable methods; attestation	Legal/compliance request

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7. Legal Hold Procedures

Legal holds suspend standard retention and deletion when data may be relevant to litigation, regulatory investigation, or legal obligation.

7.1 Legal Hold Process

Phase	Actions	Timeline	Responsible Party
Initiation	General Counsel identifies legal hold need; defines scope	Upon trigger event	General Counsel
Scope Definition	Identify affected data categories, custodians, date ranges	Within 24 hours of initiation	Legal with IT/Security
Notification	Issue hold notice to data custodians and system owners	Within 24 hours of scope definition	Legal
Implementation	Disable automated deletion for affected data; tag held data	Within 24 hours of notification	IT/Engineering
Acknowledgment	Custodians acknowledge receipt and compliance	Within 48 hours of notification	Data custodians
Monitoring	Track compliance; verify no deletion of held data	Ongoing	GRC
Periodic Review	Assess continued need for hold; narrow scope if appropriate	Quarterly	Legal
Release	General Counsel authorizes hold release; standard retention resumes	Upon legal determination	General Counsel
Documentation	Complete hold record with timeline and disposition	Within 30 days of release	Legal/GRC

7.2 Legal Hold Scope Categories

Category	Typical Scope	Implementation Method
Custodian-based	All data created or accessed by specific employees	User-based retention policy
Date-based	All data from specific time period	Date-range deletion exclusion
Subject-based	Data related to specific matter or transaction	Keyword/tag-based preservation
Customer-based	All data for specific customer	Tenant-level deletion suspension
System-based	All data in specific system or application	System-level deletion suspension

7.3 Legal Hold Inventory

Information Tracked	Purpose	Access
Hold identifier and name	Unique identification	Legal, GRC
Matter description	Context and purpose	Legal (privileged)
Scope definition	Data categories, custodians, dates	Legal, IT
Affected systems	Systems under hold	IT, Engineering
Custodian list	Employees with preservation obligations	Legal, HR
Implementation date	When hold was activated	Legal, GRC
Last review date	Currency of hold	Legal
Status	Active, released, modified	Legal, GRC

7.4 Compliance and Violations

Employees who receive legal hold notices must preserve relevant data and must not delete, modify, or overwrite potentially relevant records. Violations of legal hold obligations may result in disciplinary action per the Code of Conduct and potential legal consequences.

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8. Secure Deletion Methods

This section specifies the methods used to securely delete data when retention periods expire or deletion is requested.

8.1 Deletion Methods by Data Location

Data Location	Deletion Method	Verification Method	Compliance Standard
PostgreSQL (RDS)	Row-level DELETE + VACUUM; tenant purge stored procedure	Post-deletion query returns zero rows	NIST SP 800-88 (logical)
S3 object storage	Object deletion + versioning purge + lifecycle policy	S3 inventory verification	AWS deletion with versioning
Elasticsearch	Delete-by-query API; index deletion for full tenant	Index count and search verification	Logical deletion
Redis cache	Key pattern UNLINK; FLUSHDB for full tenant	Cache miss verification	Logical deletion
Backup systems	Rolling retention expiration; cryptographic erasure	Backup inventory audit	NIST SP 800-88
Archive storage	Lifecycle transition to deletion; key destruction	Storage inventory verification	NIST SP 800-88
Employee devices	Remote wipe via MDM	MDM compliance report	NIST SP 800-88
End-of-life hardware	NIST 800-88 media sanitization	Certificate of destruction	NIST SP 800-88

8.2 Cryptographic Erasure

Use Case	Method	Verification	Timeline
Archived backup deletion	Destroy encryption keys via KMS key deletion	Key deletion audit log	After retention expiration
Expedited deletion	Destroy tenant-specific encryption key	Key deletion + access verification	Upon legal/regulatory requirement
End-of-service	Destroy all customer encryption keys	Key inventory verification	Per contract terms

8.3 Deletion Verification Requirements

Verification Level	Data Sensitivity	Requirements
Standard	Operational logs, non-sensitive metadata	Automated deletion job success confirmation
Enhanced	Customer data, personal data	Automated verification + periodic sampling audit
High Assurance	Sensitive personal data, PHI, financial data	Automated verification + manual spot-check + audit log

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9. Data Subject Rights and Deletion Requests

Acme Cloud supports data subject rights including the right to deletion (erasure) under applicable privacy regulations.

9.1 Deletion Request Types

Request Type	Source	Applicable Data	Response SLA	Process
Data subject request (GDPR Art. 17)	Individual via customer or direct	Personal data we control	30 days	DSR workflow
Customer deletion instruction (DPA)	Customer as controller	Customer Data we process	Per DPA (typically 30 days)	Customer instruction workflow
Account deletion request	Customer administrator	Entire customer account	30 days production; 90 days complete	Account termination workflow
User deletion request	Individual customer user	User's personal data	30 days	User deletion workflow
CCPA deletion request	California resident	Personal information	45 days (extendable to 90)	CCPA workflow

9.2 Deletion Request Fulfillment

Step	Action	Timeline	Responsible
Receipt	Log request in DSR tracking system	Within 1 business day	Privacy team
Verification	Verify identity and authorization	Within 3 business days	Privacy team
Scope determination	Identify all data subject to deletion	Within 5 business days	Privacy team + IT
Exception assessment	Identify any legal retention requirements	Within 5 business days	Legal + Privacy
Execution	Delete data from all applicable systems	Within 25 business days	Engineering
Verification	Confirm deletion from production systems	Within 28 business days	Engineering + Privacy
Response	Notify requester of completion	Within 30 days of request	Privacy team
Backup notation	Document that backups will purge via rotation	Included in response	Privacy team

9.3 Deletion Exceptions

Exception Category	Legal Basis	Handling
Legal hold	Litigation or regulatory preservation	Inform requester; defer deletion until hold released
Regulatory retention	Tax, financial, employment law	Inform requester; retain required data only
Ongoing contract	Necessary for contract performance	Inform requester; offer alternative
Legal claims	Defense of legal claims	Retain necessary data; document basis
Public interest	Legal obligation or vital interest	Document basis; inform requester
Aggregated/anonymized	No longer personal data	Not subject to deletion request

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10. GDPR Compliance

This section addresses specific GDPR requirements related to data retention and deletion.

10.1 GDPR Requirements Mapping

GDPR Requirement	Article	Acme Cloud Implementation
Storage limitation	Art. 5(1)(e)	Defined retention schedules; annual review
Right to erasure	Art. 17	30-day fulfillment; DSR workflow
Processor obligations	Art. 28(3)(g)	Delete or return data per customer instruction
Records of processing	Art. 30	RoPA with retention periods
Data minimization	Art. 5(1)(c)	Collection limited to stated purposes
Notification of rectification/erasure	Art. 19	Notify recipients where feasible
Data portability	Art. 20	Export functionality before deletion

10.2 Records of Processing Activities Integration

Retention schedules are documented in Acme Cloud's Records of Processing Activities (RoPA) maintained under GDPR Article 30:

RoPA Element	Retention Information Included
Processing purpose	Retention period justified by purpose
Data categories	Retention period by category
Recipients	Retention impact on transfers
International transfers	Retention in transfer locations
Retention periods	Explicit periods or criteria
Security measures	Secure deletion methods

10.3 Cross-Border Retention

Consideration	Acme Cloud Approach
Data location	Retention periods apply regardless of location
EU data residency	Enterprise customers may configure EU-only data residency
Transfer mechanisms	SCCs include deletion obligations
US legal access	Documented in transparency reporting

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11. HIPAA Retention Requirements

For customers with executed Business Associate Agreements, HIPAA-specific retention requirements apply.

11.1 HIPAA Retention Standards

Requirement	HIPAA Citation	Acme Cloud Implementation
Documentation retention	§164.316(b)(2)(i)	6 years from creation or last effective date
Policy retention	§164.316(b)(2)(ii)	6 years minimum
PHI retention	Customer-directed	Per BAA; customer controls
Audit log retention	§164.312(b)	1 year hot; 3 years archive

11.2 PHI-Specific Considerations

Consideration	Approach
Customer retention direction	Follow customer instructions per BAA
Minimum retention	As specified by covered entity
Maximum retention	Platform standard maximums unless contract specifies
Disposal method	Secure deletion per NIST 800-88
Documentation	HIPAA deletion documentation retained 6 years

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12. Roles and Responsibilities

Role	Responsibilities
Chief Privacy Officer	Policy ownership; regulatory alignment; RoPA maintenance; DSR escalation
Data Stewards	Implement retention rules in assigned domains; monitor compliance
Engineering	Develop and maintain automated deletion jobs; implement retention configuration
Security Engineering	Audit log retention; secure deletion verification; access control for deletion
GRC	Audit evidence; legal hold tracking; compliance monitoring
Customer Success	Enterprise retention customization; deletion certificate issuance
Legal	Legal hold authority; regulatory retention guidance; exception determination
HR	Employee data retention; personnel record management
Finance	Financial record retention; tax compliance

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13. Monitoring and Audit

13.1 Retention Compliance Monitoring

Monitoring Activity	Frequency	Method	Responsible
Deletion job success	Daily	Automated dashboard	Engineering
Overdue retention items	Weekly	Automated alerts	GRC
Active legal holds	Weekly	Hold inventory review	Legal
Backup inventory age	Weekly	Automated dashboard	SRE
DSR fulfillment tracking	Daily	DSR management system	Privacy team
Retention policy compliance	Monthly	Sampling audit	GRC

13.2 Audit Program

Audit Type	Frequency	Scope	Output
Internal retention audit	Quarterly	Sample 50 deletion records	Audit findings report
SOC 2 audit	Annual	Retention and disposal controls	SOC 2 report
ISO 27001 audit	Annual	A.8.10 information deletion	Certification maintenance
Customer audit	Per contract	Enterprise customer evidence	Audit response package
Regulatory examination	As requested	Regulator-specified scope	Examination response

13.3 Non-Compliance Handling

Severity	Definition	Response Timeline	Escalation
Critical	Data retained beyond legal maximum; deleted during legal hold	72 hours	CISO, General Counsel, CEO
High	Systematic retention policy failure; DSR SLA breach	7 days	CPO, affected team VP
Medium	Individual retention exception; delayed deletion	14 days	Data steward, GRC
Low	Documentation gap; process improvement opportunity	30 days	GRC

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14. Framework Compliance Mapping

Requirement	GDPR	CCPA/CPRA	HIPAA	SOC 2 TSC	ISO 27001:2022	Implementation
Retention limits	Art. 5(1)(e)	§1798.105	§164.316(b)	CC6.5	A.8.10	Section 5 schedules
Deletion rights	Art. 17	§1798.105	Per BAA	CC6.5	A.8.10	Section 9
Secure deletion	Art. 32	§1798.105(d)	§164.310(d)(2)	CC6.5	A.8.10	Section 8
Documentation	Art. 30	§1798.130	§164.316(b)(2)	CC2.3	A.5.37	RoPA; this policy
Legal hold	N/A	N/A	N/A	CC6.5	A.5.33	Section 7
Audit trail	Art. 5(2)	§1798.185	§164.312(b)	CC6.8	A.8.15	Section 13

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15. Policy Review and Updates

Review Trigger	Review Scope	Timeline	Responsible
Annual review	Full policy review	January annually	CPO
Regulatory change	Affected requirements	Within 60 days of requirement	Legal + CPO
Product change	Affected data categories	Within 30 days of launch	Product + CPO
Audit finding	Identified gaps	Per remediation SLA	GRC + affected team
Customer request	Specific requirements	Per contract timeline	Customer Success + CPO
Incident finding	Lessons learned	Within 30 days of incident closure	Security + CPO

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Related Trust Center documents

privacy policy, dpa, backup recovery, hipaa statement, ai usage policy, security overview, compliance frameworks

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Document revision history

Version	Date	Author	Summary of changes
1.0	2024-06-01	Legal & Compliance	Initial Trust Center publication
2.0	2025-03-15	GRC Program	SOC 2 Type II alignment refresh; expanded subprocessors
2.5	2025-09-01	Security Engineering	Encryption standards update; ISO 27001 mapping
3.0	2026-01-15	Trust Center Program	Full procurement-grade expansion; 34-document set

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Contact

Acme Cloud, Inc. 1200 Market Street, Suite 400 San Francisco, CA 94103, USA

Channel	Email	Use case
Trust & procurement	trust@acmecloud.com	Security questionnaires, trust reviews
Security	security@acmecloud.com	Incidents, vulnerabilities, control questions
Privacy	privacy@acmecloud.com	DSRs, privacy assessments
Legal	legal@acmecloud.com	Contractual, DPA, legal notices

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Privacy inquiries: privacy@acmecloud.com Data deletion requests: privacy@acmecloud.com Enterprise retention customization: trust@acmecloud.com