# Data Retention (https://yapl.app/en/docs/user-guides/billing/data-retention)

# 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 |

<Callout type="info">
Archived project retention means how long a project remains recoverable after you archive it. After the retention period, archived projects are permanently deleted.
</Callout>

## 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:
1. Navigate to your project list
2. Filter by "Archived" status
3. Select the project
4. Click **Restore Project**

<Callout type="warning">
After the retention period ends, archived projects cannot be recovered. Export important data before archiving if you need long-term records.
</Callout>

## 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:
1. Look for the "Recently Deleted" or trash section
2. Select items to restore
3. 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 |

<Callout type="info">
You'll receive a 30-day grace period to organize your data before downgrade limits apply.
</Callout>

## Data Export

### Export Your Data

Before cancellation or downgrade, export important information:

1. Navigate to **Settings > Data Export**
2. Select what to export (projects, plans, resources)
3. Choose format (CSV, JSON)
4. Download your data

### Export Availability

| Plan | Export Available |
|------|------------------|
| Trial | Not available |
| Basic | Not available |
| Professional | Full export |

<Callout type="warning">
Trial and Basic plan users should manually record critical information before subscription changes.
</Callout>

## 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](/legal/privacy) 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

1. **Export critical data** - Download projects and reports you need
2. **Review archived items** - Restore anything important before retention expires
3. **Clean up trash** - Delete items you don't need to avoid confusion
4. **Inform your team** - Let members know about upcoming changes

### Ongoing Maintenance

1. **Regular exports** - Schedule periodic data exports for backup
2. **Archive completed projects** - Keep active project count manageable
3. **Monitor usage** - Check subscription limits regularly
4. **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](/docs/user-guides/billing/subscription-plans) - Compare plan features
- [Cancellation](/docs/user-guides/billing/cancellation) - Cancel your subscription
- [Archiving Projects](/docs/user-guides/projects/archiving-projects) - Archive management