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Data retention policy

Soft delete → physical delete

Entity Retention after soft delete
Workspace / Tenant 30 days
Document (Knowlex) 30 days, including R2 object
Conversation (Knowlex) 90 days
AuditLog 365 days, then physical delete
Session 7 days after expiry
VerificationToken 24 hours

Implementation status (v0.5.2): the soft-delete columns and 30-/90-/365-day windows above are wired at the Prisma schema layer, but the automated cleanup job is not yet shipped. The original design-phase plan was a BullMQ repeatable job at 03:00 JST on the Fly.io worker (per ADR-0009), but the Pusher pivot (per ADR-0052) removed Fly.io from the deploy footprint. A Vercel Cron-based equivalent is on the v0.6.0 roadmap; until then, a manual prisma script can be run if a physical-delete sweep is needed for a specific GDPR-equivalent erasure request.

User erasure requests (GDPR-equivalent)

  • DELETE /api/me flags the user as soft-deleted; 30 days later a worker performs the physical delete
  • If the user is a workspace OWNER, erasure is blocked until ownership transfer completes
  • Derived rows (Membership, Invitation actor, AuditLog actor) use onDelete: SetNull so audit evidence survives without identifying the deleted user

Backups

  • Neon PITR: 7 days on Free, 30 days on Pro (ADR-0016)
  • R2: versioning disabled on Free; acceptable because DocumentVersion is tracked in the DB and original files can be re-uploaded

Data export

  • /api/tenants/:slug/export → asynchronous job that bundles conversations and documents into a zip in R2 with a 24-hour presigned download URL
  • /api/boards/:id/export?format=json|csv → synchronous, for single boards

Regional residency

v0.5.2 serves all traffic out of Vercel's edge network (region selection is Vercel-managed; the Boardly + Knowlex Vercel projects are configured against Neon Singapore for the data plane). The original design-phase plan was Fly.io NRT region per ADR-0009; superseded by the Pusher pivot per ADR-0052 — Vercel-only deploy is what ships. Multi-region expansion is on the post-v1.0 roadmap.