Overview
This policy defines the procedures for permanently deleting personal data and business data from the COVIS AI platform. It covers individual account deletion, full workspace deletion, and formal GDPR erasure requests.
This policy is incorporated by reference into our Privacy Policy and Terms of Service.
Account Deletion Flow (Individual User)
Initiation
- Navigate to: Account Settings → Privacy → Delete My Account
- A confirmation modal is displayed with a 30-day grace period warning
- You must type your registered email address to confirm the request
Immediate Actions (at time of request)
- All active sessions revoked — you are logged out of all devices
- Login is disabled immediately
- You are removed from all workspace member lists
- Your name is replaced with "Deleted User" in all shared records (comments, logs, assignments)
- A deletion confirmation email is sent to your registered address
30-Day Grace Period
- All data is fully preserved during this window
- You can cancel deletion by logging back in within 30 days
- A reminder email is sent at day 25 warning that deletion is imminent
- A data export is available during this window
Hard Deletion (Day 31)
- All eligible data is permanently and irreversibly purged
- A final deletion certificate email is sent with details of what was deleted and what was retained
What Happens to Your Data on Day 31
| Data | Action |
|---|---|
| Profile data (name, email, photo, preferences) | Permanently deleted |
| Chat history and AI outputs | Permanently deleted |
| Uploaded files and documents | Permanently deleted |
| Knowledge base contributions | Permanently deleted |
| LinkedIn profile imports | Permanently deleted |
| Call log entries | Permanently deleted |
| API keys | Revoked and purged |
| Session history | Purged |
| Personal usage logs | Purged |
| Billing and invoice records | RETAINED — 7-year legal requirement |
| Audit log entries | RETAINED but anonymized (name/email replaced with anonymous ID) |
Workspace / Tenant Deletion Flow
Pre-Deletion Checklist
- Active subscription will be cancelled (effective end of billing period)
- All workspace users will lose access immediately
- All chat history, files, agent configurations, and content will be permanently deleted
- Invoices and billing records are retained for 7 years (legal requirement)
- Audit logs are retained for 24 months in anonymized form
Confirmation
- The Company Admin must type the exact workspace/company name to proceed
- A second confirmation is required acknowledging that this affects all users
Immediate Actions
- All workspace users are logged out of all devices
- All new logins to the workspace are blocked
- Subscription is cancelled (no refund for the current billing period)
- All API keys and integrations are deactivated
- Workspace is marked as 'pending deletion' in the system
30-Day Grace Period
- All data is preserved for potential recovery
- Only the Company Admin can request cancellation (via email to support@covis.ai)
- A read-only data export is available during this window
- A reminder email is sent at day 25
Hard Deletion (Day 31)
- All workspace user accounts and profiles permanently deleted
- All chat history, AI outputs, and agent configurations permanently deleted
- All uploaded files, documents, and knowledge base entries permanently deleted
- All LinkedIn profile imports permanently deleted
- Domain/subdomain association removed
- Storage quota freed and released back to infrastructure
- A final deletion certificate is emailed to the Company Admin
What Is Retained After Workspace Deletion
| Data | Retention |
|---|---|
| Billing and invoice records | RETAINED — 7 years (legal requirement) |
| Audit logs | RETAINED — 24 months, then purged |
| Fraud / security investigation records | RETAINED — per legal hold schedule |
Right to Erasure (GDPR Article 17)
4.1 Submitting an Erasure Request
Requests may be submitted via:
- Account Settings → Privacy → Request Data Deletion (authenticated users)
- Email: privacy@covis.ai — include your registered email and full name
4.2 Processing Timeline
| Milestone | Timeframe |
|---|---|
| Automated acknowledgement email (with ticket number) | Within 24 hours |
| Identity verification completed | Within 48 hours |
| Legal hold check (fraud, disputes, court orders) | Within 48 hours |
| Full erasure completed | Within 30 days |
| Completion certificate issued | At time of erasure |
4.3 What Cannot Be Erased (Legal Exceptions)
| Data | Reason | Retention |
|---|---|---|
| Billing and invoice records | Tax law compliance | 7 years |
| Fraud investigation records | Legal obligation | Duration + 7 years |
| Data subject to active legal proceedings | Court order / legal hold | Duration of hold |
| Anonymized / aggregated data | No longer personal data | Indefinitely |
| Security incident records | Regulatory requirement | 7 years |
| Audit log entries (anonymized) | Accountability & compliance | 24 months |
Data Export (Portability)
Before account or workspace deletion, you may download a full data export containing all your data.
Export Package Contents
covis-ai-export-[date].zip
├── profile.json # account info, settings, preferences
├── chat_history/
│ ├── session_[id].json # full chat logs with timestamps
│ └── ...
├── files/ # all uploaded documents and files
├── generated_content/ # all AI-generated proposals and outputs
├── agent_configurations.json # custom AI agent settings
├── knowledge_base/ # knowledge base entries and documents
├── linkedin_profiles/ # imported LinkedIn profile data
├── call_logs.csv # call log history with metadata
├── usage_logs.csv # token and resource usage history
└── invoices/
├── invoice_[id].pdf
└── ...How to Export
Account Settings → Privacy → Export My Data
Generation Time
Up to 24 hours for large workspaces
Download Link Expiry
30 days before link expires
Legal Hold Policy
A legal hold suspends normal deletion schedules for data relevant to active fraud investigations, legal proceedings, regulatory investigations, or unresolved billing disputes.
A legal_hold: true flag is applied to affected records
Normal automated deletion jobs and user-initiated deletions are blocked for held data
No user — including Super Admin — can delete held data
The hold is lifted only by COVIS AI's Legal team
Where legally permissible, the affected user/tenant is notified of the hold and estimated duration
Once lifted, standard deletion can proceed (or data is deleted immediately if past its retention period)
Data Breach — Deletion & Notification Protocol
| Timeframe | Action |
|---|---|
| Hour 0 | Breach detected, affected data scope identified |
| Hour 1 | Incident response team activated |
| Hour 4 | Affected systems isolated, further exposure stopped |
| Hour 4 | Compromised sessions and API tokens force-revoked |
| Hour 24 | Internal impact assessment complete |
| Hour 48 | Affected tenants and users notified via email + in-app banner |
| Hour 72 | Regulatory authority notified (GDPR requirement) |
| Day 30 | Full incident report published to all affected tenants |
Changes to This Policy
We reserve the right to update this policy. Material changes will be communicated via email notification to Company Admins and an in-app notification requiring acknowledgement.
Previous versions are archived and available upon request at privacy@covis.ai.
Contact
Data deletion requests
privacy@covis.ai
GDPR erasure requests
privacy@covis.ai
Legal holds & investigations
legal@covis.ai
Security incidents
security@covis.ai
Response time: within 30 days · GDPR requests: within 30 days, may extend to 60 days with notice