Data Retention Policy

Effective: January 16, 2024

We are committed to protecting the privacy and security of the data collected, used, and stored in WordFly. As part of this commitment, we have established a data retention policy so that we retain data only for as long as it is necessary for business purposes and to comply with legal and regulatory requirements.

As of August 15, 2024, data for subscribers, lists, exports, and Right to be Forgotten are in compliance. Data for sent email campaigns, SMS campaigns, workflows, and pages will be in compliance by December 31, 2024.

Our data retention policy is designed to comply with all applicable legal and regulatory requirements related to data retention, including the General Data Protection Regulation (GDPR) and CCPR.

By implementing a data retention policy, we can ensure that we are managing your data effectively, efficiently, and securely. Data uploaded, collected and managed to support the use of WordFly includes, as defined below, Subscriber Data, Campaign Tracking Data, and other data for use within the application. This policy provides guidelines for how data will be managed throughout its lifecycle, from import to removal.

Email & SMS Campaigns

Campaigns including standard, triggered, and automated will be permanently archived 13 months after the campaign is completed, and the event data will be stored only as aggregate summary data and not by subscriber. Aggregate data will provide overall metrics for a Campaign but will not provide subscriber specific actions and details. Campaign event data includes data such as opens, clicks, and forwards. Opt-out, complaint, and bounce data is retained in alignment with legal processing requirement.

  • Open Tracking Data

    Detailed subscriber-level open data for campaigns will be purged when the campaign is permanently archived 13 months after the campaign is completed. This data includes the email address that opened the campaign, along with the time, IP address, location, email client, and location.

  • Click Tracking Data

    Detailed subscriber-level click data for campaigns will be purged when the campaign is permanently archived 13 months after the campaign is completed. This data includes the email address or SMS number that clicked, the URL, the position, HTML or Plain Text message, the IP address, location, email client, and browser.

  • Forward Tracking Data

    Detailed email forwarding data for campaigns will be purged when the campaign is permanently archived 13 months after the campaign is completed. This data includes the email address that forwarded the email.

  • Unsubscribes, Bounces, and Complaints

    The data flagging a subscriber as having made one of these requests remains indefinitely while your account is active.

  • Right to be Forgotten / Right to Erasure

    If a subscriber makes a “Right to be Forgotten” request, all data associated with that subscriber is purged and cannot be restored. This action impacts current data and not future data associated with the subscriber.

Subscriber Data

Subscriber data will be retained while the subscriber is in active status. Subscriber data includes email address, SMS number, CRM Subscriber ID, First Name, Last Name, and system-generated subscriber data. Once a subscriber moves to inactive status, the associated subscriber data will be purged after 180 days.

Subscriber Lists

Any inactive subscriber lists will be purged after 180 days. Subscriber list data includes subscriber data imported to the list data fields for each subscriber.

Reporting

All exports in the report and data manager will expire after 30 days and will be purged. Exports include campaign reports, list exports, campaign activity exports, and more.

Pages Data

Data associated to any unpublished pages will be purged after 180 days. Pages data includes data collected for each subscriber on the page.  

Data Deletion

WordFly will automatically process the purging of data in accordance with this Data Retention Policy or as otherwise specifically agreed to in writing. The process for the purging of the data will begin at the stated timeframe, however, the timeline for the complete removal of data will vary depending on several factors, including the day of the week and data stored in our backup system. Once data is purged it cannot be restored. Legal obligations, such as a Legal Hold Notice issued by Company lawyers will override this retention policy and data subject to the Legal Hold will not be deleted until the Legal Hold is released.

Account Termination

After your account is closed (you have provided written notice or your account becomes inactive), your data on our servers and in our backup system will be purged after 60 days. Once data is purged it cannot be restored.

We understand that having access to historical data is important, as it allows our users to send campaigns based on historical data. We’re always working on ways to enhance our data storage and efficiency, while being mindful of the security impacts.