Data Retention Policy

Introduction

This Data Retention Policy explains how long VerixLab keeps information processed through Nexis. It supplements our Privacy Policy.

General Principles

We keep data only as long as needed to provide the service, comply with law, and resolve disputes.

When you disconnect an integration or delete your account, we delete or de-identify data within a reasonable period, subject to backups and legal exceptions.

Retention periods below are guidelines and may vary based on legal holds, security investigations, or technical backup cycles.

Retention Schedule

Account and profile data

While your account is active — name, login email, hashed password, channel addresses, and workspace settings

After account deletion — deleted within approximately 30 days, except where law requires longer retention

Gmail-derived data

While Gmail is connected — lead records, conversation metadata, message content needed for your inbox, and OAuth tokens

After you disconnect Gmail or revoke OAuth — we stop collecting new Gmail data; stored Gmail-derived data is deleted within approximately 30 days unless you request earlier deletion

WhatsApp-derived data

While WhatsApp is connected — message content and metadata needed for your unified inbox

After disconnect — deletion within approximately 30 days, subject to the same exceptions as Gmail data

AI processing

Content sent to AI providers (such as OpenAI) to generate draft replies is processed to return a suggestion to you. We do not use that content to train your private model. Provider retention is governed by their policies and our agreements with them. See the Privacy Policy for details.

Security, error, and operational logs

Typically retained up to 90 days unless needed longer for security or legal reasons

Backups

Encrypted backups may retain deleted data for up to approximately 90 days before being overwritten in the normal backup cycle.

Billing records

If you purchase a paid plan, payment and invoice records may be retained as required for tax, accounting, and dispute resolution (often 7 years or as required by applicable law). Payment card details are handled by our payment processor — see Refunds & Cancellation.

How to Request Deletion

You may:

• Disconnect Gmail or WhatsApp in Settings
• Download your data from Settings → Privacy & data
• Delete your account from Settings → Privacy & data
• Contact verixlabsai@gmail.com if you need help with deletion or retention questions
• Exercise rights described in our Privacy Policy

Contact

Retention questions: verixlabsai@gmail.com

This document is provided for transparency and operational purposes. It is not legal advice. Consider having a qualified lawyer in Ontario review this document before public launch.