Aletheia Customer Voice — Retention Policy

This page documents the retention schedule and deletion policy for data collected by Aletheia Customer Voice. The baseline schedule — 90 days standard, 180 days extended — applies across all plan tiers as defined in the Customer Voice data governance policy.

This document describes the technical retention implementation. It does not constitute legal advice. Consult qualified legal counsel for your specific obligations under GDPR or other applicable data-protection regulations.

Retention periods

Data category	Standard retention	Extended retention
Feedback responses	90 days	180 days
Session identifiers	90 days	180 days
Agent context snapshots	90 days	180 days
Submission metadata	90 days	180 days
Deletion audit records	Indefinite	Indefinite

Standard retention (90 days) applies to Free, Starter, and Pro plans. Extended retention (180 days) is available on Pro (opt-in) and is the default on Enterprise. The retention clock starts from the submission timestamp (submitted_at). Deletion audit records are the tombstone entries created when a record is deleted. They contain no feedback content — see Deletion phases below.

Deletion phases

When a Customer Voice record reaches its retention boundary, or when an operator issues an early deletion request, it passes through the following cascade:

Phase	Timing	What happens
Expiry / request	At `submitted_at + retention_days`, or on demand	Record flagged for deletion
Hard delete	Within 24 hours of scheduled expiry; within 5 minutes (p99) for on-request	Feedback response, session identifier, and agent context snapshot permanently deleted from primary database
Cache clear	Within 24 hours	Cloudflare KV entries for the record cleared
Tombstone written	Simultaneously with hard delete	Deletion audit record written: record ID, deletion timestamp, org ID, and deletion reason. No feedback content.

Tombstone records are retained indefinitely as the Article 30 record of processing. They confirm that erasure was performed without retaining what was erased.

On-request deletion (early)

Operators may delete Customer Voice data before its scheduled expiry. These org-scoped operator endpoints authenticate with a bearer token — the same scheme as the GDPR deletion cascade. The request shapes are shown below. Delete all Customer Voice submissions for an org:

DELETE /v1/orgs/{org_id}/customer-voice
Authorization: Bearer $TOKEN

Delete a single submission:

DELETE /v1/orgs/{org_id}/customer-voice/{submission_id}
Authorization: Bearer $TOKEN

Both endpoints return 202 Accepted. The deletion cascade completes within 5 minutes (p99).

Configuring retention

Retention is managed through the org-scoped Customer Voice settings endpoint, which authenticates with a bearer token. Check the current retention setting for an org:

GET /v1/orgs/{org_id}/customer-voice/settings
Authorization: Bearer $TOKEN

Set extended retention (Pro opt-in / Enterprise):

PATCH /v1/orgs/{org_id}/customer-voice/settings
Authorization: Bearer $TOKEN
Content-Type: application/json

{"retention_days": 180}

Restore standard retention:

PATCH /v1/orgs/{org_id}/customer-voice/settings
Authorization: Bearer $TOKEN
Content-Type: application/json

{"retention_days": 90}

Reducing retention_days from 180 to 90 schedules immediate deletion of all records older than 90 days. The next scheduled deletion run (within 24 hours) will permanently remove those records. This action is irreversible.

Audit trail

Every deletion — scheduled or on-request — is recorded in the org governance audit log:

Audit field	Value
`event_type`	`customer_voice.record_deleted` (single) or `customer_voice.bulk_deleted` (org-wide)
`submission_id`	The deleted record’s ID (omitted for bulk)
`record_count`	Number of records deleted (bulk only)
`deletion_reason`	`retention_expiry`, `operator_request`, or `subject_request`
`org_id`	The org that owned the records
`deleted_at`	ISO 8601 timestamp

Query the audit log:

curl -H "Authorization: Bearer $TOKEN" \
  "https://api.mnemom.ai/v1/orgs/{org_id}/audit-log?event_type=customer_voice.record_deleted"

The audit log entry serves as the GDPR Article 30 record of processing for the deletion and is available to data protection officers conducting compliance reviews.

Plan availability

Plan	`retention_days` default	Maximum	Configurable
Free	90	90	No
Starter	90	90	No
Pro	90	180	Yes (opt-in)
Enterprise	180	180	Yes (can be reduced to 90)

Customer Voice Privacy & Data Use — What is collected, consent, and data subject rights
GDPR Data Subject Rights — Right to erasure and full deletion cascade architecture
EU AI Act Compliance — Article 50 audit-trail obligations

Identity & Cards

Posture & Policy

Detection & Safe House

AEGIS

Reputation & Risk

Lifecycle

Aletheia Customer Voice — Retention Policy

Retention periods

Deletion phases

On-request deletion (early)

Configuring retention

Audit trail

Plan availability

​Retention periods

​Deletion phases

​On-request deletion (early)

​Configuring retention

​Audit trail

​Plan availability

​Related

Retention periods

Deletion phases

On-request deletion (early)

Configuring retention

Audit trail

Plan availability

Related