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Data Retention and Deletion

Data Retention and Deletion Policy

At 360HRIS we understand the importance of responsible data management, particularly when handling sensitive human resources (HR) data. This policy outlines our approach to data retention, deletion, and related customer rights in connection with the use of our HR SaaS platform.

1. Purpose

This policy ensures that personal and business data is retained only as long as necessary to fulfill the purposes for which it was collected, to comply with legal and contractual obligations, and to enable secure and appropriate deletion upon request or account termination.

2. Scope

This policy applies to all customer data processed and stored on our platform, including but not limited to:

Employee records
Payroll and benefits information
Uploaded documents
Activity logs
Communication history

3. Retention Periods

We retain data based on the following principles:

Data Type

Retention Period

User account information

Retained for the duration of the active account and up to 90 days post-termination (unless requested sooner)

Employee HR data

Retained as long as the customer account is active or as required by applicable labor laws

Billing and financial records

Retained for a minimum of 7 years (to meet tax and audit requirements)

Support communications

Retained for 24 months from the date of last contact

Logs and analytics

Retained for up to 12 months, anonymized thereafter where applicable

4. Data Deletion Requests

Customers may request deletion of specific data at any time by contacting admin@360hris.com or using in-app tools (where applicable). Requests will be fulfilled within 30 days, subject to legal and contractual obligations.

Upon verified request:

Data will be permanently deleted from active systems
Backups will be purged in the next backup rotation cycle (typically within 30–60 days)
A confirmation of deletion will be provided upon request

5. Account Termination and Data Deletion

When a customer terminates their account:

We retain data for up to 90 days unless earlier deletion is requested
After the retention period, data is permanently deleted from all systems, including backups
Prior to deletion, customers may request a full export of their data

6. Exceptions

In certain cases, we may retain data beyond standard periods if:

Required by law (e.g., employment, tax, or financial regulations)
Necessary to resolve disputes or enforce agreements
Required to ensure continuity of service in case of temporary suspension or billing issues

7. Security and Anonymization

We use industry-standard security practices to protect data during its lifecycle. Where possible, data may be anonymized for research or analytical purposes after it no longer serves its original purpose.

8. Policy Review

This policy is reviewed annually and updated as needed to reflect changes in legal requirements, technology, or our business operations.

9. Contact

For questions regarding this policy or to initiate a data deletion request, contact:

330,5 avenue SW
Suit 1800, Tower One
Calgary, AB T2P 0L4
Phone # 888-447-2545
Support Email: admin@360hris.com