Data protection and retention
Which data is deleted automatically, which retention periods apply and what other data protection features exist.
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Automatic deletion job
Every night at 03:30 a job deletes expired data (only on the server instance with CRONS_ENABLED=true). The periods in days are set via server variables:
| Variable | Default | Effect |
|---|---|---|
RETENTION_NOTIFICATIONS_DAYS | 90 | Delete notifications |
RETENTION_COPILOT_DAYS | 180 | Delete Copilot conversations inactive for that long |
RETENTION_AGENT_TRACE_DAYS | 365 | Remove tool logs of agent runs; costs/tokens are kept |
RETENTION_EXPIRED_PROPOSALS_DAYS | 180 | Delete expired proposals |
RETENTION_SPAM_THREADS_DAYS | 180 | Delete conversations marked as spam that are not linked to an order |
What is never deleted, or deleted differently
- Invoices are never physically deleted, only cancelled (retention: 7 years in Austria, 10 years in Germany).
- Users are deactivated rather than deleted; the audit log is kept in pseudonymised form.
- Vehicle positions are only stored as the latest position – without history.
- The audit log is not deleted automatically (10 years).
Data subject rights and termination
- Access requests: partner data with related conversations and orders; rectification via the interface; data portability via the API or CSV.
- On termination there is a 30-day export window (JSON + documents); afterwards the tenant including its document storage is deleted.
- AI processing (Anthropic) runs without training on customer data; email bodies are not written to logs.
Important security settings
Not: Always change JWT_SECRET (at least 32 characters) in production; set JWT_REFRESH_SECRET; use INTEGRATION_ENCRYPTION_KEY as a separate key for integration credentials; only set SMTP_TLS_REJECT_UNAUTHORIZED and IMAP_TLS_REJECT_UNAUTHORIZED to false in test environments.
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