Data Retention & Deletion Policy

SparrowHawk CRM LLC retains Customer Data for the time necessary to provide the platform, comply with legal obligations, resolve disputes, and enforce agreements. We aim to keep retention windows proportionate to purpose and to give Customers meaningful control over their data.

While a Customer's subscription is active, Customer Data remains available inside the platform. Customers can create, update, and delete individual records through the product's normal interfaces. Deletions performed inside the product take effect promptly in the primary database and propagate through search indexes, caches, and derived analytics on their normal refresh cycles.

After termination, Customer Data is retained for a grace window (target: thirty (30) days) during which the Customer may reactivate the account or request an export. After the grace window, Customer Data is scheduled for deletion from primary systems, subject to the retention exceptions described below. Deletion of the last replica in backups occurs on the backup rotation schedule.

Approximate retention targets, subject to legal exceptions and Customer-specific commitments:

• Account and profile records — for the life of the account plus thirty (30) days.
• Invoices, receipts, payment metadata, and tax-relevant records — up to seven (7) years to meet tax and accounting obligations.
• Audit logs of sensitive administrative actions — up to two (2) years or as required by a signed order form.
• Support communications — up to two (2) years after the last interaction.
• AI feature logs (prompts, responses, metadata) — targeted at thirty (30) to ninety (90) days, subject to abuse-response and safety needs.
• Uploaded files, photos, and documents — for the life of the record plus the termination grace window.
• Marketing lists — until unsubscribe plus a suppression list retained to prevent re-sending.
• Security event logs — up to twelve (12) months.
• Backups — retained on rolling schedules aligned with the underlying database provider (target: point-in-time recovery for the most recent seven (7) days plus periodic snapshots for a longer window).

Data deleted from primary systems may persist in encrypted backups until the backup is rotated out. Restoration of backups occurs only for legitimate operational reasons (disaster recovery, corruption remediation) and cannot be used to selectively restore data that has been deleted at Customer request.

Retention windows may be extended when data is subject to a legal hold, active litigation, government investigation, or regulatory obligation. Legal holds override normal deletion schedules for the affected records until the hold is lifted.

Customers may request accelerated deletion of Customer Data by contacting privacy@sparrowhawkcrm.com (or support@sparrowhawkcrm.com if the privacy address is not yet monitored). SparrowHawk CRM LLC will verify the requester's authority, honor deletion within a commercially reasonable period, and document exceptions such as legal holds and records the Customer is required to retain for tax or accounting purposes.

Client Portal messages, Marketplace order history, and Aviation Partner Program lead records are treated as records of the inviting Customer or Partner and follow the retention windows applicable to the Customer's or Partner's account. Records necessary to resolve chargebacks, refund disputes, or commission disputes may be retained beyond the normal window until the dispute window closes.

Customers can export their data through platform-provided export tools during an active subscription and during the post-termination grace window. Customers are responsible for downloading and safely storing exported data.

Retention or deletion questions may be sent to privacy@sparrowhawkcrm.com (or support@sparrowhawkcrm.com if the privacy address is not yet monitored).