Data Retention Policy

1. Overview

This Data Retention Policy describes how ADSMedia SIA ("we", "us", "our") retains and deletes data processed through our email delivery platform. We are committed to data minimization principles and retain personal data only for as long as necessary to fulfill the purposes for which it was collected.

All retention periods are enforced through automated deletion processes that run daily.

2. Retention Schedule

The following table outlines our data retention periods:

Data Type	Retention Period	Purpose
SMTP/Mail Logs	24 hours	Troubleshooting delivery issues
Campaign Data	90 days	Analytics and deliverability optimization
Email Content	30 days after sending	Resend capability, compliance review
Bounce/Suppression Lists	24 months	Prevent sending to invalid addresses
Engagement Statistics	90 days (detailed)	Campaign performance analytics
Client Account Data	Contract duration + 2 years	Service provision, support history
Billing Records	7 years	Legal requirement (Latvia tax law)

3. SMTP and Mail Logs

Server logs containing technical delivery information are retained for 24 hours only. This minimal retention period allows us to troubleshoot immediate delivery issues while ensuring that detailed connection data is not stored longer than necessary.

After 24 hours, logs are automatically and permanently deleted.

4. Campaign and Sending Data

Information about email campaigns, including recipient lists, sending schedules, and delivery status, is retained for 90 days from the send date.

This allows customers to:

• Review campaign performance
• Analyze deliverability metrics
• Generate reports for optimization

After 90 days, detailed campaign data is permanently deleted. Aggregated, anonymized statistics may be retained for longer periods for trend analysis.

5. Email Content

The actual content of emails sent through our platform is retained for 30 days after sending. This period enables:

• Resending to recipients who experienced delivery issues
• Compliance review if required
• Customer support inquiries about specific messages

After 30 days, email content is permanently deleted from our systems.

6. Bounce and Suppression Lists

To protect sender reputation and prevent sending to invalid addresses, we maintain bounce and suppression records for 24 months.

Important: Email addresses in bounce lists are stored in hashed format with salt, not as plaintext. This means:

• We can check if an address has previously bounced
• The original email address cannot be recovered from our records
• Data minimization principles are maintained

7. Engagement Statistics

Detailed engagement data (opens, clicks, timestamps, IP addresses) is retained for 90 days.

After this period:

• Detailed records are deleted
• Aggregated statistics (totals, percentages) may be retained
• No personally identifiable information remains in aggregated data

8. Client Account Data

Account information for our customers is retained for the duration of the contract plus 2 years. This includes:

• Contact information
• Account settings and preferences
• Support ticket history
• API credentials (encrypted)

Upon request, account data can be deleted earlier, subject to legal retention requirements.

9. Billing Records

Financial records, invoices, and payment information are retained for 7 years as required by Latvia tax legislation. This is a legal obligation that supersedes shorter retention preferences.

10. Automated Deletion

All retention periods are enforced through automated processes:

• Daily automated jobs identify and delete expired data
• Deletion is permanent and irreversible
• Audit logs of deletion activities are maintained for compliance

11. Data Subject Requests

Individuals have the right to request deletion of their personal data under GDPR. When we receive a valid deletion request:

• Data is deleted within 30 days
• Hashed records in suppression lists are retained (as they contain no recoverable personal data)
• Legal retention requirements (e.g., billing records) are honored

To submit a deletion request, contact [email protected].

12. Customer Responsibilities

As our customers are Data Controllers for their recipient data, they are responsible for:

• Defining their own retention requirements for recipient lists
• Requesting deletion of data when no longer needed
• Responding to data subject requests from their recipients

We provide tools and APIs to facilitate data deletion upon customer request.

13. Changes to This Policy

We may update this Data Retention Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Material changes will be communicated to customers via email.

14. Contact Us

For questions about this Data Retention Policy or to request data deletion:

ADSMedia SIA
Privacy Team
Riga, Latvia
Email: [email protected]