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Data Retention

Last updated: 31 July 2026 · Draft — pending solicitor review before this is relied on commercially

Public enquiries and customer support

  • Public website enquiries: when a visitor chooses to send an Ask Halcyra conversation to the team, the supplied contact details and conversation are used to create an internal Owner CRM lead. The public widget is not the customer support-ticket route.
  • Authenticated customer support tickets: raised from the dashboard Support area, linked to the relevant customer account and subject to the account's normal retention arrangements.

Connected email and calendar services

Halcyra's internal Owner CRM stores encrypted authorisation tokens while a supported email and calendar connection is active. Correspondence is not automatically synchronised into Halcyra; relevant mail is looked up on demand for the authorised Owner workflow. Disconnecting the service removes the stored connection and encrypted tokens. Mail remains with the connected provider under the Owner's normal retention settings.

While your subscription is active

  • Tenant contact details & address: kept for as long as the job record exists, or until an admin erases the record.
  • SMS conversation content: kept alongside the job record, to provide an audit trail of how an appointment was arranged.
  • Appointment & booking status: kept as part of your firm's booking history and income records.
  • Customer account data: kept for as long as the account is active.

Erasure on request

An admin can permanently erase a tenant's record — contact details, address, and message history — from the job's detail panel in the dashboard at any time. This is immediate and irreversible.

After your subscription ends

On cancellation, your firm's data is retained for 30 days to allow export or reactivation, then permanently deleted, except where we're required to retain billing records for longer under UK tax law (currently up to 6 years, for financial records only — not tenant data).

Backups

Deleted records are removed from backups within a reasonable operational window as part of routine backup rotation, rather than instantly across every backup copy.