🛡️ AIBI-Studio Data Deletion and Retention Policy
AIBI-Studio, a unit of Smart24x7 Response Services Pvt. Ltd., is committed to the principles of Data Minimization and Storage Limitation, ensuring client data is not kept for longer than is necessary to deliver our AI and BI services, comply with legal and regulatory obligations (such as GDPR, ISO 27001, and PCI DSS), and support our Agentic AI’s operational effectiveness.
This policy outlines how AIBI-Studio manages the lifecycle of all data—from raw input to AI model outputs—for our enterprise and incubated clients.
1. Core Principles of Data Retention
Our data retention practices are governed by a strict hierarchy of purpose and necessity.
- Purpose Limitation: Data is retained only for the specific, explicit, and legitimate purpose for which it was collected (e.g., training a predictive model, generating a weekly BI report, or providing an audit trail for a financial transaction).
- Storage Limitation: Data must be securely deleted or anonymized once the stated purpose has been fulfilled, unless a statutory or legal obligation requires longer retention.
- Security by Design: All data, at every stage of its lifecycle, is protected by AIBI-Studio’s security framework, including PII redaction and AES 256/TLS 1.3 encryption.
2. Data Categories and Retention Timelines
Retention periods vary based on the type of data, its sensitivity, and the required regulatory compliance. As a full-stack AI/BI provider, AIBI-Studio processes the following data types:
| Data Type | Primary Purpose | Standard Retention Timeline |
| Client Source Data (Excel, Tally, Zoho) | Fueling AI agents and BI dashboards. | Client-Defined. Governed by the client’s internal policy, as the client is the Data Controller. AIBI-Studio processes as instructed. |
| Agentic AI Prompts/Usage Logs | Abuse monitoring, service improvement, debugging Agentic AI flows. | 30 to 90 Days. Data is decoupled from PII and anonymized for model improvement after the initial service and safety monitoring window. |
| System/Audit Logs (API Gateways, Token Billing) | Compliance, billing, security monitoring, and forensic audit trails. | 1 to 7 Years. Retained to comply with financial and compliance regulations (e.g., ISO 27001 audit requirements). |
| Tuned/Custom AI Models | Core intellectual property delivering predictive or generative functions. | Client Contract Term. Models and their underlying tuning data (if not containing PII) are retained for the duration of the service contract and a post-termination wind-down period. |
3. Secure Deletion Procedures
When data reaches the end of its determined retention period, the deletion process is executed securely and verifiably.
- Automated Purging: Our systems use automated workflows to monitor retention metadata tags and initiate deletion once the deadline is met. This prevents over-retention and ensures compliance with data minimization.
- Secure Erasure: We employ methods such as cryptographic erasure and secure overwrite techniques for digital data stored in our Data Stores (Relational, NoSQL, Vector/Embedding DBs) to prevent recovery.
- Audit Trail: A non-personal, compliance-focused audit log is created for every significant deletion event, providing verifiable proof that data has been removed in accordance with this policy.
4. Client Rights and Deletion Requests
Clients and their end-users maintain full rights over their data.
- Right to Erasure (RTTE): Clients can submit a formal Data Subject Access Request (DSAR) to AIBI-Studio at any time to request the deletion of specific data categories prior to their scheduled timeline.
- AIBI-Studio will confirm the request and execute the deletion from all live, backup, and cold storage systems within the timeline required by applicable law (e.g., 30 days under GDPR/CCPA).
- Impact on Models: When a client requests the deletion of data that has been used for model training, AIBI-Studio uses processes to remove the influence of that data on the model, or performs model re-training if necessary, to ensure the principle of erasure is met.
AIBI-Studio’s data deletion policy is designed to uphold the highest standards of data governance, aligning our technical capabilities with the ethical and legal demands of the AI era.
Would you like to review the specific legal and regulatory references for this policy (e.g., the section referencing ISO 27001 data controls)?