Legal
Data Retention Policy
How long Syntra keeps platform data, when automated purges run, and how workspaces can configure compliance retention.
Last updated: June 18, 2026
Overview
This policy describes default retention periods for data processed by the Syntra platform, including analytics, search indices, audit logs, and workspace content. It complements our Privacy Policy and Security documentation.
Syntra applies time-based retention to limit storage growth, support compliance, and reduce risk. Some categories are purged automatically on a fixed schedule; others follow tenant configuration or contractual requirements.
Default retention schedule
The table below summarizes platform defaults. Enterprise customers may negotiate different periods in writing.
| Data category | Storage | Default retention | Purge method |
|---|---|---|---|
| Platform analytics events | ClickHouse (`syntra_analytics.events`) | 90 days | Automated monthly purge deletes rows older than the retention window, then reclaims disk with table optimization. |
| Search and inbox indices | Elasticsearch | 90 days | Automated monthly purge removes non-system indices older than the retention window (by index creation date). |
| Audit and workspace events | PostgreSQL | 365 days (tenant-configurable) | Per-tenant retention via compliance settings (30–3,650 days) and audit purge APIs. |
| Account, billing, and transactional records | PostgreSQL | Active account lifetime + legal minimum | Deleted or anonymized after account closure, subject to legal hold. |
| AI knowledge base embeddings | Qdrant | Until removed by the workspace | Deleted when knowledge documents are removed or the workspace is deleted. |
| Message streaming buffer | Kafka | Short-lived operational buffer | Topic retention policies; not used as long-term storage. |
| Workflow execution history | Temporal | Operational window per deployment | Workflow history trimmed per Temporal retention configuration. |
Automated monthly purge
Production clusters run a scheduled retention job at 03:00 UTC on the 1st of each month. That job:
- Deletes ClickHouse analytics events older than 90 days.
- Deletes Elasticsearch indices older than 90 days (excluding system indices).
- Logs a warning when Elasticsearch or ClickHouse disk usage exceeds 80% so operators can expand storage or adjust retention.
Automated purge applies to operational analytics and search indices only. It does not remove active account data, billing records under legal obligation, or data subject to an active legal hold.
Tenant-configurable retention
Workspace administrators can configure compliance retention for audit and related controls through the Developer Console (Settings → Security). The platform default is 365 days, adjustable between 30 and 3650 days where supported.
Shorter retention reduces storage and privacy risk; longer retention supports audit and regulatory review. Changes apply prospectively to new purge cycles unless otherwise stated in your agreement.
Legal holds and exceptions
We may retain data longer when required to comply with law, respond to litigation, investigate abuse, or enforce our Terms of Service. When a legal hold is in place, affected data is excluded from routine automated deletion until the hold is released.
Data subject requests
Retention does not limit your rights under applicable privacy laws. To request access, correction, export, or deletion of personal data, contact privacy@smecloud.app or use in-product data subject request workflows where available. See our Privacy Policy for details.
Changes to this policy
We may update retention defaults or schedules as the platform evolves. Material changes will be reflected on this page with an updated "Last updated" date. Customers with enterprise agreements should refer to their order form for contracted retention terms.
Contact
Questions about data retention or compliance configuration:
Email: privacy@smecloud.app
Security inquiries: security@smecloud.app