Principles
- We do not keep data longer than necessary for the purpose for which we collected it, unless a legal obligation requires longer retention.
- For customer data, such as invoices, email metadata and accounting data, the customer is the controller. The customer determines the retention period within the term of the contract.
- The 7-year tax retention duty under Article 52 AWR and Article 2:10 of the Dutch Civil Code rests with the customer, not with us. Invoices are also posted in Exact Online and remain there under the customer's control.
- After the contract ends, the exit arrangement in our data processing agreement applies: export first, then deletion.
Customer data
Here we are the processor.
| Data | Period |
|---|---|
| Invoices: original files, extracted data, approval history and audit trail | Available during the term of the agreement, per the customer's instructions. After the end date, kept for 90 days so the customer can export or reopen the account. Then deleted from production within 30 days |
| Inbox Agent email metadata | 90 days for messages that turned out not to be invoices. Invoice-related records follow the invoice |
| Email we receive at purchase.useglimps.com | We process the message immediately on receipt. The temporary store of the received message is emptied within 30 days |
| AI conversations in the platform | 12 months after the last activity |
| OAuth tokens for Microsoft and Exact Online connections | Until the customer disconnects. Then deleted and revoked |
| Approval tokens from email links | Valid for 7 days. Expired tokens are deleted automatically |
Our own data
Here we are the controller.
| Data | Period |
|---|---|
| Account data | Up to 90 days after deletion of the account or the end of the contract. Minimal contract and billing data we must keep longer by law is excluded |
| Our own sales invoices and billing data | 7 years, under the tax retention duty |
| Payment data and Mollie events | 7 years, as part of our administration |
| Product analytics in the platform | 12 months |
| Session recordings in the platform | 30 days |
| Website analytics | 14 months |
| Error and security logs | 90 days, unless a specific incident requires longer investigation |
| Support correspondence, including live chat | 24 months after the question is closed |
| Demo and call booking data | 24 months after the appointment. 6 months where no appointment or follow-up took place |
AI providers
| Route | Retention at the provider |
|---|---|
| Per our data processing agreement with Google | |
| OpenAI | Per our data processing agreement with OpenAI |
Our AI providers may retain inputs and outputs briefly for security and abuse monitoring. We do not share data for training or improving models, and we do not use features that store conversations or files at an AI provider.
What we store ourselves in our database in terms of prompts and responses is kept only as far as needed for the product function and for auditability. That follows the customer periods above.
Backups
| Data | Period |
|---|---|
| Database dumps and file copies, stored at Cloudflare R2 | Maximum 30 days, then deleted |
Deleted data may still appear in a backup up to that period. We use backups only for recovery after an incident, not to restore deleted data. If we must restore fully after an incident, we reapply the deletions afterwards.
Requesting deletion
Send a request for export or deletion to [email protected]. We confirm receipt and handle it within 30 days.
Questions about this document? [email protected]