Version 1.0.1 · Effective November 2, 2026 · Last updated November 7, 2026
This policy explains how intentsolutions.io LLC (Intent Solutions, “we,” “us”) determines how long to keep information, handles deletion requests and preserves records that remain necessary. It is separate from our Privacy Policy, which describes collection, use, disclosure and privacy rights.
Scope and responsibility
This policy covers personal information and business records under our control: applications and assessments, participation and account records, agreements and signature evidence, correspondence, customer relationship records, support records, operational logs, AI processing records, exports and recovery copies. It applies to legacy records as well as records in current systems. Moving a record to a new system does not restart its retention period.
For information we process on a client's instructions, the applicable agreement and lawful client instructions govern return and deletion. A product-specific notice or an applicable legal requirement may establish a different period. Independently controlled copies held by another party, including their own copy of a signed agreement, follow that party's obligations.
The company owner is responsible for this policy and for assigning request handling, preservation and disposal tasks. Contact support@intentsolutions.io with questions or requests.
Retention schedule
The periods below are our standard retention rules, subject to the specific exceptions described below. They are company policy choices, not a statement that a single law requires every period. We remove information sooner when it is no longer needed and no applicable obligation requires retention. “Months” means calendar months.
- Unused invitations and incomplete verification: 90 days after the final invitation or verification challenge expires or is superseded, when no substantive application exists. Access tokens expire separately and do not remain usable for this period.
- Closed applications and selection records: 12 months after final disposition or the last substantive selection action, whichever is later, when no executed relationship exists. This includes the relevant submission, clarification and decision evidence. Employment-related records may require a different period under applicable law.
- Open applications: while an active evaluation has a documented purpose. Review after 90 days without substantive activity. Reminders, stalled jobs and an open status alone do not justify indefinite retention.
- Active participant and account records: during the relationship and for 12 months after it ends. Review the need for active records annually and remove obsolete optional information sooner. Revoke obsolete access promptly, independently of record retention.
- Research and assessment evidence: keep the evidence actually relied on with the applicable decision record. Remove superseded raw captures within 90 days after they cease to be needed. Collection for onboarding does not authorize reuse for model training, reusable evaluation datasets or public demonstrations.
- Unsigned agreement drafts: 90 days after cancellation, expiration or supersession; minimal evidence relevant to a closed application follows its 12-month period. Partly signed instruments require review because they may already create obligations.
- Executed agreements and signature evidence: the agreement or relationship term plus seven years after final termination or expiration, subject to agreement-specific obligations. Preserve only the necessary instrument, signatures and supporting evidence. Continuing confidentiality or intellectual-property obligations may require a documented extension for that evidence, reviewed annually; they do not extend the entire application dossier.
- Routine correspondence and support: 12 months after case or relationship closure, or support resolution. Unsent, superseded drafts: 30 days after abandonment. Necessary contractual, decision or incident evidence follows its own category. CRM copies and attachments follow the underlying record's period.
- Client project working data: the applicable agreement and lawful client instructions control. Where neither specifies a period, return the data at project end and remove working copies within 30 days after confirmed handover or termination, subject to preservation obligations.
- Technical records: ordinary web access logs: 30 days from the event; security and access-control metadata: up to 365 days; non-content operational logs: 180 days. Content-bearing diagnostic captures: seven days after resolution and no more than 30 days from capture unless a specific incident or preservation need applies. Necessary decision evidence follows the decision-record period.
- Temporary migration and recovery working files: seven days after verified completion. Original archives and recovery backups require separate disposition; they are not treated as disposable working files.
- Deletion-request records: normally 24 months after closure, containing only the evidence needed to document the request and response. Minimal suppression records may remain longer to prevent deleted data from being restored or reintroduced while an affected recoverable copy exists.
Financial, tax, employment and incident records have separate requirements based on the actual record and relationship. Participation in our community does not by itself establish employment. We identify the applicable obligation before disposing of those records; we do not use their requirements to retain unrelated application information.
Deletion, correction and access requests
Email support@intentsolutions.io with the subject “Data retention request,” the email address associated with your records and a description of your request. You may also use an existing company contact channel. Do not send passwords, identity documents or other sensitive material unless we arrange a necessary, appropriate verification method.
We may verify identity in proportion to the request. Our internal targets are acknowledgment within five business days and a substantive response within 28 calendar days, subject to any shorter applicable legal deadline. These targets do not reduce your rights or extend a statutory deadline. Where a lawful extension is needed, we explain it within the required period. For client-controlled records, we coordinate with the client responsible for the request.
Our response identifies what was removed, what must remain and why, outstanding provider actions, and known recovery-copy limitations. If we cannot fulfill all or part of a request, we explain the basis and any applicable appeal route. You may reply to request review by the company owner; applicable rights to contact a regulator remain available.
Preservation exceptions
A legal requirement, court order, reasonably anticipated dispute, security investigation or specific contractual obligation may require preservation beyond the normal period. Preservation must be limited to the relevant records and purpose. It does not authorize unrelated reuse. We review holds periodically and return records to their original retention schedule when the obligation ends. A new system, reminder or migration does not reset the original clock.
Disposal, providers and recovery copies
Disposal may require actions across our primary systems, email, signing services, CRM, exports and service providers. Closing an account or revoking access is not the same as deleting its records. We use disposal methods appropriate to the information and record the outcome. Removing a name alone does not make linked information anonymous; information that can still reasonably be associated with a person remains protected.
Backups, snapshots and provider recovery copies may retain information after it is removed from active systems. Their expiry depends on the actual storage configuration, preservation obligations and provider terms. This policy does not promise immediate erasure from every backup or a verified universal backup-expiry period. Retained recovery copies must be restricted from ordinary use, and applicable deletions and access revocations must be reapplied before restored data returns to ordinary use.
We coordinate deletion of copies held by providers acting on our instructions. We distinguish those actions from a provider's independent legal retention obligations or another party's independently controlled records. Where a deletion remains incomplete, we keep it open for follow-up and explain relevant limitations.
Implementation and policy changes
These rules apply from the effective date. Some retention and provider-deletion tasks require manual review; publication does not mean every system automatically deletes records on schedule. Existing records must be reviewed against their original dates, with overdue records and exceptions assigned for action. A manual process or migration does not extend applicable legal deadlines.
We will publish revisions here with a new version and effective date, including changes following legal review. This version does not represent completed external legal review. Material changes will receive any notice required by law or agreement. A revision does not retroactively remove your rights or silently extend an existing record's retention period. Earlier published versions remain in our policy history.
Contact
intentsolutions.io LLC
26050 Equity Dr, Ste E - 1062
Daphne, AL 36526, United States
support@intentsolutions.io
Version history: 1.0 — November 2, 2026: initial public Data Retention Policy. 1.0.1, November 7, 2026: contact address changed to the support@intentsolutions.io role address; no other change.