Data Handling and Deletion Schedule
Effective date: June 25, 2025 · Last updated: October 29, 2026
Contact: [email protected] | +1 (385) 503-5055
Overview
FoodAgri AI LLC is committed to data minimization, transparency, and compliance with all applicable data privacy laws, including GDPR (Articles 5, 17, 32), CCPA (Sections 1798.100–1798.105), and industry best practices. This Data Handling and Deletion Schedule explains:
- What categories of data we collect and retain
- How long we retain each category
- The secure deletion and anonymization methods we use
- How we handle data processed by third-party service providers
- How users can exercise their rights
- Our audit, documentation, and compliance processes
1. Data Categories and Retention Periods
| Data Category | Retention Period | Purpose/Legal Basis |
|---|---|---|
| Contact & Identity Information | Account duration + 2 years | Account management, support, legal compliance |
| Account/Profile Data | Account duration + 2 years | Account security, personalization |
| Billing & Payment Data | 7 years after transaction | Tax, accounting, regulatory compliance |
| Usage & Activity Data | 2 years from collection | Analytics, security, service improvement |
| Support/Communications | 2 years after last interaction | Support, dispute resolution, quality assurance |
| Uploaded Content | Account duration + 30 days post-close | Service delivery, user access |
| Marketing & Preferences | Until opt-out or 2 years inactivity | Marketing, preference management |
| Cookies & Analytics Data | 13 months (analytics cookies) | Site performance, analytics |
| Third-Party Integration Data | Integration duration + 1 year | Workflow automation, integrations |
| Legal & Compliance Data | 7 years or as required by law | Legal, audit, regulatory compliance |
| Data Subject Requests | 2 years from request resolution | Compliance documentation |
*Data may be retained longer if required by law (e.g., ongoing litigation, regulatory investigation).
2. Secure Deletion and Anonymization Methods
Live Systems and Databases
- Overwriting/Wiping: Clear or purge methods consistent with NIST SP 800-88 Rev. 2 for drives and file systems.
- Cryptographic Erasure: For encrypted data, deletion of encryption keys to render data irretrievable.
- Secure Erase Commands: Use hardware/firmware-based secure erase for SSDs and NVMe storage.
- API-Based Deletion: For cloud storage, use provider APIs to permanently delete records and objects.
Backups and Archives
- "Beyond Use" Policy: Expired data is flagged and excluded from restores; deleted on next backup cycle (max 90 days).
- Physical Media: Our hosting providers dispose of end-of-life storage media under their own secure destruction procedures.
- Anonymization: Data is irreversibly anonymized for analytics/research when deletion is not feasible.
- Automated Logging: All deletion/anonymization actions are logged with timestamps and audit trails.
3. Data Processed by Third-Party Service Providers
FoodAgri AI LLC uses trusted third-party service providers (e.g., cloud hosting, analytics, payment processors, AI infrastructure) to deliver and support our services. In some cases, these providers may have direct access to data, even if FoodAgri AI does not.
- Contractual Safeguards: All providers are contractually required to follow strict data retention, secure deletion, and privacy standards that meet or exceed GDPR and CCPA requirements.
- Deletion Requests: When you request deletion of your data, we will coordinate with our providers to ensure secure and irreversible deletion or anonymization across all systems.
- Verification: Where a provider offers it, we obtain confirmation of deletion.
- Transparency: A list of our key third-party providers and their privacy practices is available upon request.
4. User Rights and Deletion Requests
- Right to Deletion: Users may request deletion of their personal data at any time (subject to legal exceptions). Submit requests via our Data Rights Request page or contact [email protected].
- Verification: We will verify your identity before processing the request.
- Timeline: We respond within one month for requests under the GDPR (Art. 12(3)) and within 45 days under the CCPA, unless the law allows an extension.
- Confirmation: Users will receive written confirmation when deletion is complete.
5. Documentation and Audit
Documentation
- Retention and deletion logs
- Annual schedule reviews
- Process documentation
Audit & Compliance
- Audit logs
- Compliance verification
6. Special Notes
- Legal Holds: Data subject to legal hold will not be deleted until the hold is lifted.
- Cloud Providers: We use only cloud providers with robust deletion and encryption capabilities, and require contractual commitments to secure deletion.
- International Transfers: Data transferred outside the EEA is subject to SCCs and supplementary safeguards, including deletion guarantees.
7. References and Compliance
Legal Frameworks
- GDPR Articles 5, 17, 32
- CCPA Sections 1798.100–1798.105
- NIST SP 800-88 Rev. 2
8. Contact and Questions
For questions about this schedule or to exercise your data rights, contact:
Email: [email protected]
Phone: +1 (385) 503-5055
Mail: FoodAgri AI LLC, 30 N Gould St Ste 100, Sheridan, WY 82801, USA