Data Retention and Deletion

Principles

• We keep mail data only as long as we need it to handle your mail, or as long as the law requires.
• Retention periods are applied by an automated daily job, not by hand.
• Every deletion is written to the mail audit log (which piece, when, how many files), never the deleted content itself.

The 30-day shred rule

A piece with no choice from you 30 days after it arrives goes onto the shred list, and the paper is shredded. We remind you 7 days before. Ready Launch can extend a piece, and asking for a scan restarts its clock.

Retention periods

• Envelope photos and inside scans: deleted 30 days after the piece was shredded, or after a shipment of it was delivered.
• AI summaries and what the envelope says (sender, recipient): kept with the piece's record while your mail service is active, and deleted when you ask us to delete the piece or your data.
• Shipping addresses and tracking: kept with the shipment record, for proof of delivery and any claim with the carrier, while your mail service is active.
• Audit log of mail actions: kept as a permanent record of what was done with each piece. It holds who did what and when, not the letter itself.
• One-time sign-in codes: valid for 10 minutes, stored only as a hash. Passkeys and authenticator apps: kept until you remove them on Settings (the app key is stored encrypted). Sign-in challenges are valid for 5 minutes, one use.
• Backups: encrypted. Local backups are kept 14 days. Off-site encrypted backups are kept 90 days, plus one per month for a year. Deleted data can remain in an encrypted backup until that backup is removed.

How to ask for deletion

Send your Ready Launch team a message from your client portal (Messages) and say which mail, or all of it, you want deleted. We confirm when it is done.

We delete the photos, scans and summaries you name, and the shipping address once any open shipment is done. We keep only the audit record that the piece existed and was deleted, and any records the law requires.

How data is disposed of

• Paper: shredded at the residential address when you choose shred or under the 30-day rule.
• Files: the encrypted photo and scan files are deleted from storage.
• Database records: permanently deleted, not just hidden, except the audit record above.