Data Retention & Deletion Policy

1. Purpose

This policy explains how long Diversified Check Studio retains information, why it is retained, and how deletion works. It supports the Privacy Policy and the Data Processing Addendum.

2. Retention Principles

• Data is retained for as long as it is needed to provide the service to the account that owns it.
• Data is retained longer only where required by law, needed for licensing and payment recordkeeping, or necessary for security, fraud prevention, or the defense of legal claims.
• Sensitive values are protected throughout their retention period as described in the Security Overview.

3. Customer Controlled Data

Customers control most of their own data directly. Businesses, bank accounts, signatures, assets, templates, designs, and users can be edited, archived, or deleted from within the software by an authorized user at any time during an active account.

Where a record is referenced by print history or audit history, the software may archive rather than hard delete it so that historical records remain accurate. Archived records are hidden from working views.

4. Typical Retention Periods

• Account and user records. Retained while the account is active, and for up to twelve months after closure to support reactivation and dispute resolution.
• Business, bank account, and design records. Retained while the account is active, and removed with the account after the wind-down period.
• Print history and check number usage. Retained for at least seven years, because these records support duplicate prevention and evidence of what was produced.
• Licensing and entitlement records. Retained for the life of the account and for at least seven years after, for licensing provenance and audit purposes.
• Payment and tax records. Retained for the period required by applicable tax and financial recordkeeping law, generally at least seven years.
• Security and audit logs. Retained for up to twenty-four months, and longer where an investigation or legal hold requires it.
• Support correspondence and inquiries. Retained for up to thirty-six months.
• Email delivery records. Retained for up to twenty-four months.
• Check capture images. Retained only as long as needed to complete the workflow and support troubleshooting, and generally removed within ninety days.
• Uploaded signatures and logos. Retained until deleted by the customer or removed with the account.
• Backups. Overwritten on the platform backup cycle, generally within thirty-five days.

Where a longer period is required by law or by an ongoing dispute, that period applies.

5. Account Closure and Wind-Down

When an account is closed, functionality ends and the account enters a wind-down period of thirty days during which an authorized administrator may request an export.

After the wind-down period, customer content is scheduled for deletion, subject to the categories in section 4 that must be retained for legal, licensing, or recordkeeping reasons.

6. Deletion Requests

Individuals may request deletion of personal data as described in the Privacy Policy and the California Privacy Notice.

Where the data belongs to a business customer's account, we will refer the request to that customer, who controls the record, and will assist the customer in responding.

We aim to acknowledge deletion requests within ten business days and to complete verified deletions within forty-five days, excluding data subject to a retention obligation.

7. Limits on Deletion

Deletion may be refused in whole or in part where retention is necessary to:

• Complete a transaction or provide a requested service.
• Meet tax, accounting, or licensing recordkeeping obligations.
• Detect or prevent fraud and secure systems.
• Comply with a legal obligation or preserve records under a legal hold.
• Establish, exercise, or defend legal claims.

8. Backups and Residual Copies

Deleted records may persist in encrypted backups until those backups expire on their normal cycle. Restored backups are not used to reinstate deleted records except where necessary for disaster recovery, in which case deletion is reapplied.

9. Anonymized and Aggregated Data

We may retain aggregated or de-identified information that cannot reasonably be used to identify a person or an account, for reliability, capacity planning, and product improvement.

10. Legal Holds

Where we receive a valid preservation request or reasonably anticipate litigation, affected records are placed on hold and are exempt from routine deletion until the hold is lifted. See the Law Enforcement Request Policy.

11. Customer Exports

The software provides encrypted export and backup tools so customers can retain their own copies. We encourage customers to export critical designs and print records before closing an account.

12. Changes to This Policy

This policy may be revised. The Last Revised date and version number will be updated when it changes.

13. Contact

Retention and deletion questions may be directed to:

Diversified Check Studio
A product of Diversified SaaS, Inc.
Diversified SaaS, Inc. is a wholly owned subsidiary of Diversified Universal LLC.
6212 US Highway 6, Suite 184
Portage, IN 46368-5057
Email: CustomerService@DiversifiedCheckStudio.com
Phone: 1 (833) 990-7297
WhatsApp: 1 (833) 990-7297