Data Retention Policy

Capconvert Data Retention Policy

This page describes how long Capconvert, LLC. (“Capconvert”) retains Customer Data after termination of a Cortex subscription or Capconvert agency engagement, and the steps Customers can take to export or delete that data sooner.

The default retention window is 90 calendar days from the effective date of termination, after which Customer Data is deleted in accordance with this policy.

What Counts as Customer Data

“Customer Data” for the purposes of this policy includes:

• Account configuration (user records, OAuth tokens, connected accounts, billing identifiers).
• Data the Customer submitted to Cortex (plans, priority keywords, topic chips, chat history, attachments).
• Data Cortex retrieved on the Customer’s behalf from connected platforms (Google Search Console queries, Google Analytics metrics, Ahrefs data, ad-platform performance, first-party site content).
• Outputs generated for the Customer (recommendations, audits, briefs, plans, schema, exports).
• Agency deliverables (audit reports, content drafts, ad account configurations, optimization recommendations, client communication archives).

Retention Window

From the effective date of termination, Customer Data is handled as follows:

• Day 0 to Day 30: Customer Data remains accessible via the application or via export request to help@capconvert.com. Customers may reactivate the account during this window without data loss.
• Day 31 to Day 90: Customer Data is moved to cold storage. Reactivation is still possible by contacting Capconvert; restoration may take 3-5 business days.
• After Day 90: Customer Data is permanently deleted from primary databases and cold storage. Backup copies that are routinely overwritten on Capconvert’s standard backup cycle do not require active deletion and are deleted in the ordinary course of backup rotation (typically within 30 additional days).

Exceptions

Capconvert may retain Customer Data beyond the 90-day window where required by:

• Legal hold. Active litigation, regulatory investigation, or subpoena requiring preservation.
• Financial records. Billing records, invoices, and payment artifacts retained per U.S. tax and accounting requirements (typically 7 years).
• Audit trail. Anonymized usage logs and security event logs retained for up to 13 months for security analytics; these do not contain Customer- identifying business data.
• Anonymized aggregate analytics. Counts, statistics, and patterns that cannot be traced to an individual Customer or person.

Request Immediate Deletion

Customers may request deletion of their Customer Data before the end of the 90-day retention window by emailing help@capconvert.com with subject line “Data Deletion Request” and including (a) the account email or workspace name, (b) the legal entity name on the account, and (c) confirmation that the requestor is authorized to make the request on behalf of that entity.

Capconvert will action the request within 30 days, will confirm completion in writing, and will subject the request to the Exceptions above (i.e. financial records cannot be accelerated below the legally required retention period).

Export Before Deletion

To export Customer Data before deletion, request a data export from help@capconvert.com within the first 30 days following termination. Standard exports are provided as CSV, JSON, and Markdown bundles delivered to a Customer-designated email or cloud-storage drop within 10 business days. Exports include account configuration, plans, recommendations, outputs, and any deliverables retained by Capconvert.

Last updated: May 26, 2026