How operational records are kept

Data Retention Policy

Effective date: May 26, 2026 · Version: VILA Ops legal notice v2

This Data Retention Policy explains why certain VILA Ops records may be preserved, archived, restricted, anonymized, or retained even after a user account is deactivated or deletion is requested.

Internal-use notice: These pages are written for an internal employee operations portal, not a public SaaS product. They should be reviewed by California employment/privacy counsel before final distribution.

1. Retention Purpose

Records are retained as reasonably necessary for business operations, payroll support, HR/personnel records, safety documentation, audits, investigations, contractual requirements, legal defense, Amazon/DSP operations, security, and compliance.

2. Retention Categories

Account and security recordsLogin records, roles, approvals, admin actions, audit logs, and security events.

Operational formsDevice/asset inspections, submitted photos, GPS tied to forms, timestamps, and route/shift-related submissions.

HR and payroll-support recordsTime-off requests, profile changes, personnel-file request logs, admin notes, and records used for employment support.

Communication recordsMessages, reports, moderation records, read receipts, and deleted-message audit records where used for operations or review.

3. Deletion, Restriction, and Anonymization

When a deletion request is approved, the company may remove or anonymize non-required display data while retaining records needed for legal, payroll, HR, safety, audit, investigation, security, operational, contractual, or business recordkeeping reasons.

4. Archived Accounts

Accounts may be archived to stop login access while preserving records connected to the user profile. Archived records may remain visible to authorized admins for permitted purposes.

5. Retention Review

Admins may document retention decisions through the compliance workflow. Users may request review through the Contact/Privacy Request page.

Request Retention Review

Need help or want to submit a request?Use the contact and privacy request page for privacy, accessibility, personnel file, correction, deletion, and account-support requests.

Submit Request