Data Retention & Deletion Policy
Last updated: April 2026
1. Overview
ICS Ops processes and stores data on behalf of tenants to provide our inventory management and operations platform. This policy explains what data we store, how long we retain it, and how you can request its deletion.
2. Data We Store
| Data Category | Examples | Lawful Basis |
|---|---|---|
| Account data | Tenant name, billing info, user emails, roles | Contract performance |
| Transactional | Orders, invoices, quotes, purchase orders, credit notes | Contract performance |
| Operational | Jobs, equipment records, bookings, work orders | Contract performance |
| Inventory | Parts catalogue, stock levels, stock takes, transfers | Contract performance |
| Documents | Uploaded files, generated PDFs | Contract performance |
| Authentication | User credentials (managed via AWS Cognito) | Contract performance |
| Audit logs | Action logs (who changed what, when) | Legitimate interest |
| Analytics | Anonymized usage data (PostHog, EU cloud) | Legitimate interest |
| Communications | Support tickets, replies, announcements | Contract performance |
3. Retention Periods
- Active tenants: All data retained while your subscription is active
- Audit logs: 7 days (aligned with application log retention)
- Demo tenants: Data resets every 4 hours for demonstration purposes
- Deleted tenants: 30-day grace period, then full data purge
- Backups: Automated database backups retained for 7 days
- Analytics: Subject to PostHog EU data retention policy
4. Sub-processors
| Service | Purpose | Location |
|---|---|---|
| AWS Aurora PostgreSQL | Primary database | EU-West-2 (London) |
| AWS S3 | File storage | EU-West-2 (London) |
| AWS Cognito | Authentication | EU-West-2 (London) |
| AWS SES | Transactional email | EU-West-2 (London) |
| AWS CloudWatch | Application logs | EU-West-2 (London) |
| PostHog | Product analytics | EU (Frankfurt) |
5. Data Deletion and Disposal
Tenant administrators can delete individual records directly through the portal. For full account deletion, contact us at hello@ics-ops.com.
Full account deletion process:
- 30-day cooling period after deletion request (can be cancelled during this time)
- All tenant-scoped data permanently removed from the database
- Authentication records permanently deleted from AWS Cognito
- All files in your tenant storage prefix permanently deleted from S3
- Data is irrecoverable after purge - database backups rotate after 7 days
- Confirmation email sent to the tenant admin upon completion
- Anonymized aggregate statistics may be retained (containing no personal information)
6. Your Rights
- Data access: Request a copy of your data via email
- Data portability: Export your data via portal (CSV) or request a full export
- Rectification: Update your data directly in the portal or contact support
- Erasure: Request full account deletion as described above
7. Policy Review
This policy is reviewed annually or when there are significant changes to our business operations, data processing activities, or applicable law. Last review date: March 2026.
8. Changes to This Policy
Material changes to this policy will be communicated via email to tenant administrators. Continued use of the platform after changes constitutes acceptance of the updated policy.
Contact Us
Email: hello@ics-ops.com