Data Retention
Understand how long your data is kept and what happens when you cancel or downgrade.
Data Retention
YAPL follows clear data retention policies that vary by subscription tier. This guide explains how your data is stored, archived, and deleted based on your subscription status.
Retention by Subscription Tier
Different subscription tiers have different data retention periods:
| Data Type | Trial | Basic | Professional |
|---|---|---|---|
| Active projects | Full access | Full access | Full access |
| Archived projects | 7 days | 30 days | 365 days |
| Deleted items (trash) | 7 days | 14 days | 30 days |
| Activity logs | 30 days | 90 days | 365 days |
| Plan versions | All kept | All kept | All kept |
Archived project retention means how long a project remains recoverable after you archive it. After the retention period, archived projects are permanently deleted.
Data Categories
Project Data
This includes your core work:
- Projects and their settings
- Plans and plan versions
- Tasks, dependencies, and milestones
- Resources and resource assignments
- Cost data and budgets
Retention: Kept for the lifetime of your active subscription.
Team Data
Information about your workspace members:
- Team structures
- Member roles and permissions
- Invitations
Retention: Kept while subscription is active. Removed 90 days after workspace deletion.
Activity & Audit Logs
Records of who did what and when:
- Project changes
- Plan modifications
- Resource assignments
- Team member actions
Retention: Varies by tier (see table above). Essential for compliance and troubleshooting.
Account Data
Your personal information:
- Profile information
- Preferences and settings
- Authentication data
Retention: Kept until you delete your account. Then removed within 30 days.
Archived Projects
What is Archiving?
Archiving moves completed or inactive projects to a separate state where they:
- Don't count toward your active project limit
- Remain viewable in read-only mode
- Can be restored within the retention period
Tier-Specific Retention
| Tier | Archive Retention | What Happens After |
|---|---|---|
| Trial | 7 days | Automatically deleted |
| Basic | 30 days | Automatically deleted |
| Professional | 365 days | Automatically deleted |
Restoring Archived Projects
Within the retention period:
- Navigate to your project list
- Filter by "Archived" status
- Select the project
- Click Restore Project
After the retention period ends, archived projects cannot be recovered. Export important data before archiving if you need long-term records.
Deleted Items (Trash)
When you delete items (tasks, resources, plans), they move to trash:
| Tier | Trash Retention |
|---|---|
| Trial | 7 days |
| Basic | 14 days |
| Professional | 30 days |
Recovering Deleted Items
Within the retention period:
- Look for the "Recently Deleted" or trash section
- Select items to restore
- Confirm restoration
Permanent Deletion
Items are permanently deleted:
- After the retention period expires
- When you empty the trash manually
- When the parent project is permanently deleted
Subscription Changes
Trial Expiration
When your trial ends without subscribing:
| Timeline | What Happens |
|---|---|
| Day 0 | Trial expires, workspace becomes read-only |
| Days 1-90 | Data preserved, subscribe to restore access |
| Day 90 | Workspace and all data permanently deleted |
Cancellation
When you cancel your subscription:
| Timeline | What Happens |
|---|---|
| Cancel date | Marked for cancellation, full access continues |
| Period end | Workspace becomes read-only |
| +90 days | Data permanently deleted |
Downgrade (Professional to Basic)
When you downgrade:
| Data Type | What Happens |
|---|---|
| Projects over limit | Must archive or delete before downgrade |
| Archived projects | Retention changes from 365 to 30 days |
| Activity logs | Older logs may be removed after 90 days |
You'll receive a 30-day grace period to organize your data before downgrade limits apply.
Data Export
Export Your Data
Before cancellation or downgrade, export important information:
- Navigate to Settings > Data Export
- Select what to export (projects, plans, resources)
- Choose format (CSV, JSON)
- Download your data
Export Availability
| Plan | Export Available |
|---|---|
| Trial | Not available |
| Basic | Not available |
| Professional | Full export |
Trial and Basic plan users should manually record critical information before subscription changes.
Legal & Compliance
Required Retention
Some data is kept regardless of subscription status for legal compliance:
| Data Type | Minimum Retention | Reason |
|---|---|---|
| Billing records | 7 years | Tax compliance |
| Consent records | 7 years | GDPR compliance |
| Security logs | 2 years | Security compliance |
Right to Erasure
Under GDPR, you can request deletion of your data. However:
- Some data must be retained for legal purposes
- Deletion is processed within 30 days
- You'll receive confirmation when complete
See our Privacy Policy for full details.
Notifications
Retention Warnings
You'll receive notifications about upcoming data deletion:
| Event | Notification Timing |
|---|---|
| Archived project expiring | 7 days, 3 days, 1 day before |
| Trial ending | 7 days, 3 days, 1 day before |
| Subscription expiring | 7 days, 3 days, 1 day before |
| Data scheduled for deletion | 7 days, 3 days, 1 day before |
About Notifications
Data retention notifications cannot be disabled as they are critical alerts. These notifications ensure you are informed before your data is permanently deleted.
Best Practices
Before Changes
- Export critical data - Download projects and reports you need
- Review archived items - Restore anything important before retention expires
- Clean up trash - Delete items you don't need to avoid confusion
- Inform your team - Let members know about upcoming changes
Ongoing Maintenance
- Regular exports - Schedule periodic data exports for backup
- Archive completed projects - Keep active project count manageable
- Monitor usage - Check subscription limits regularly
- Review old data - Remove data you no longer need
FAQ
How long is my data kept after I cancel?
Your data is preserved for 90 days in read-only mode after your subscription ends. You can resubscribe within this period to restore full access.
Can I extend my archive retention on Basic plan?
Archive retention periods are fixed per tier. Upgrade to Professional for 365-day archive retention.
What happens to shared project data when I leave?
Your personal account data is removed, but project data remains accessible to other workspace members.
Can I request permanent deletion before the retention period?
Yes, contact support to request immediate deletion. Note that some data must be retained for legal compliance.
Is deleted data recoverable after the retention period?
No. Once the retention period expires, data is permanently deleted and cannot be recovered.
Related Topics
- Subscription Plans - Compare plan features
- Cancellation - Cancel your subscription
- Archiving Projects - Archive management
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