Rackwave retains different categories of data for different periods depending on legal requirements, operational necessity, and your account status. This article provides a complete breakdown of what data is retained, for how long, and what happens when retention periods expire.
Retention Schedule — Complete Reference
| Data Category | Retention Period | Legal Basis for Retention | What Happens at Expiry |
|---|---|---|---|
| Account profile data (name, email, company, address) |
Active account duration + 30 days after deletion | Contract performance | Permanently deleted from all systems |
| Invoice & payment records | 7 years from invoice date | Indian GST Act; Income Tax Act; legal obligation | Securely deleted after 7 years |
| Email delivery logs (MigoSMTP) |
90 days active + 9 months archive (total ~1 year) | Service delivery; deliverability investigation | Permanently purged from active and archive storage |
| SMS / Voice / WhatsApp logs (Telnxo) |
90 days active + 9 months archive (total ~1 year) | Service delivery; DLR tracking | Permanently purged from active and archive storage |
| Call recordings (Telnxo Voice) |
90 days (configurable per account) | Service feature; your business operational need | Automatically deleted from storage |
| API access logs | 90 days | Security; abuse detection; debugging | Automatically purged |
| Webhook delivery logs | 30 days | Debugging; failure investigation | Automatically purged |
| Login & session logs | 90 days | Security; fraud investigation | Automatically purged |
| Support ticket records | 3 years after ticket closure | Service improvement; dispute resolution | Anonymised (ticket content retained, PII removed) |
| Suppression lists | Indefinitely (while account is active) | Compliance with unsubscribe requests; anti-spam | Deleted when account is permanently deleted |
| Backup snapshots | 30 days rolling backups | Disaster recovery | Overwritten by newer backups automatically |
| SMTP account credentials | Active until deleted by you or account closure | Service delivery | Immediately invalidated and deleted on account closure |
Active vs Archive Storage
Rackwave uses a two-tier storage model for message delivery logs:
| Tier | Duration | Accessible Via | Search Speed |
|---|---|---|---|
| Active storage | 0–90 days | Dashboard Delivery Reports + API | Real-time — instant results |
| Archive storage | 90 days – 1 year | Support request required for retrieval | 1–2 business days for retrieval |
| Permanent deletion | After ~1 year | Not accessible — irreversibly deleted | N/A |
Requesting Early Data Deletion
If you need specific data deleted before its standard retention period — for example, to fulfil a GDPR erasure request from one of your recipients — contact support:
- Open a support ticket with subject: Data Deletion Request — Early.
- Specify exactly what data you need deleted (e.g. all delivery logs containing a specific recipient email address).
- Provide the recipient's email address or phone number and the approximate date range.
- Rackwave will process the deletion within 5 business days and confirm in writing.
Invoice records cannot be deleted early. Invoices and payment records must be retained for 7 years under Indian tax law (GST Act and Income Tax Act) regardless of any deletion request. This is a legal obligation Rackwave cannot override.
What Happens to Your Data When You Close Your Account
- Immediate (Day 0): Account access is removed. API keys and SMTP credentials are invalidated.
- Day 1–30 (Grace period): All account data is preserved in case you choose to reactivate.
- Day 31: Account profile data and platform data (logs, domains, templates, SMTP accounts) begin deletion.
- Day 31–45: Deletion process completes across all systems and backups.
- Retained permanently: Invoice records (7 years), anonymised support ticket records (3 years).
Export Your Data Before Account Closure
Before closing your account, export any data you need to retain for your own records:
- Download all invoices as PDFs from the Invoices section.
- Export delivery reports from MigoSMTP (Reports → Export) and Telnxo (Message Logs → Export).
- Export suppression lists from Dashboard → Suppressions → Export.
- Back up any templates you want to reuse on another platform.