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Data Retention and Deletion Policy

Data Retention and Deletion Policy

Organisation: tolinax UG (haftungsbeschränkt), operator of the aYOUne platform
Status: Approved by the Managing Director and published. Version 1.0, effective 2026-10-14
Owner: Managing Director
Review cycle: at least annually

1. Principles

  • Personal data is kept only as long as needed for the purpose it was collected for, or as long as a legal retention obligation applies (for example German commercial and tax law, §§ 147 AO, 257 HGB).
  • Customers (tenants) are the controllers of the data they process in aYOUne; tolinax deletes or returns that data on their instruction.
  • Where a legal retention obligation prevents deletion, the data is restricted (blocked from further processing) and pseudonymised instead of deleted, and deleted once the obligation ends.

2. Data subject requests (implemented controls)

  • Erasure (Art. 17 GDPR): the platform provides an erasure workflow for end-customer records (consumers). It first produces a plan (dry run) listing every affected record, then executes on explicit confirmation by an authorised user holding dedicated rights. Records are deleted, unlinked from related records, or — where a retention obligation applies — pseudonymised and blocked. Every run is written to an audit log.
  • Access and portability (Art. 15 / 20 GDPR): the platform generates a data export for a data subject as an asynchronous job. The result is stored encrypted and made available through a time-limited signed download link; exports are removed after 30 days by default.
  • Requests are answered within one month (Art. 12(3) GDPR).

3. Backups

  • Tenant backups can be created on request and on a schedule; scheduled backups are pruned according to a per-tenant retention rule.
  • Deleted data may persist in backups until those backups expire under the backup retention period. Backups are not restored into production except for disaster recovery, and any data deleted earlier is deleted again after a restore.

4. End of contract

On termination of a customer contract, tolinax:

  1. offers the customer an export of its data;
  2. deletes the customer's tenant data from the production systems within 30 days after contract end, unless a legal obligation requires retention;
  3. lets the remaining copies in backups expire within the backup retention period.

Current implementation status: strong (second-factor) confirmation for tenant deletion is implemented; the automated tenant archive-and-delete workflow is in development. Until it is available, tenant deletion at contract end is carried out as a documented manual operation by the operator.

5. Logs

Application and audit logs are retained for operational and security purposes. Request data passed to error reporting is reduced to an allow-list of fields with query secrets redacted. Logs are kept only as long as needed for operation and security and are then deleted.

Work with this page

Ready-made instructions for your AI tool. Copy, paste, go — the AI fetches the content itself via the address in the text.

Summarise the steps for me The essentials, in the right order.
Read the following documentation by tolinax UG and work with it.

This page: https://ayoune.com/en/docs/security-privacy/data-retention-and-deletion-policy.md
The complete collection: https://ayoune.com/en/docs/security-privacy.md

Summarise the content for me.

- First, in two sentences: what is this about?
- Then the steps in the order I need to take them.
- One line per step, in plain language.
- At the end: what I should have ready beforehand.

Leave out nothing I need in order to actually finish.
A note on sources:
- Every page of this documentation is available as Markdown (the same address with `.md`).
- A machine-readable overview of all public content is at `/llms.txt`.
- If you have access to the aYOUne MCP server, you can work against live data
  instead of this snapshot. If not, ignore this point.
Explain what I need this for What it is good for — and when it is worth it.
Read the following documentation by tolinax UG and work with it.

This page: https://ayoune.com/en/docs/security-privacy/data-retention-and-deletion-policy.md
The complete collection: https://ayoune.com/en/docs/security-privacy.md

Explain to me what I need this for.

1. Which problem does it solve? In one sentence, from my point of view.
2. Three typical situations in which it genuinely helps me.
3. When I do NOT need it — that saves me time.
4. What I can do instead if it is not a fit.

Stick to what the source says. Where it gives nothing, say so openly instead
of guessing.
A note on sources:
- Every page of this documentation is available as Markdown (the same address with `.md`).
- A machine-readable overview of all public content is at `/llms.txt`.
- If you have access to the aYOUne MCP server, you can work against live data
  instead of this snapshot. If not, ignore this point.
Help me set this up Step by step, asking me as you go.
Read the following documentation by tolinax UG and work with it.

This page: https://ayoune.com/en/docs/security-privacy/data-retention-and-deletion-policy.md
The complete collection: https://ayoune.com/en/docs/security-privacy.md

Walk me through the setup step by step.

- First tell me what I need to have ready (access, data, time).
- Then take me through ONE step at a time. Wait for my "next".
- For each step, say how I can tell that it worked.
- If something goes wrong, ask me for the exact message instead of guessing.

If the instructions leave a point open, tell me so rather than inventing it.
A note on sources:
- Every page of this documentation is available as Markdown (the same address with `.md`).
- A machine-readable overview of all public content is at `/llms.txt`.
- If you have access to the aYOUne MCP server, you can work against live data
  instead of this snapshot. If not, ignore this point.
Help me with a problem Narrow down the cause instead of guessing.
Read the following documentation by tolinax UG and work with it.

This page: https://ayoune.com/en/docs/security-privacy/data-retention-and-deletion-policy.md
The complete collection: https://ayoune.com/en/docs/security-privacy.md

Help me narrow down a problem.

- First ask me what I observe and what I expected instead.
- From that, derive the most likely causes consistent with this source.
- For each cause, give me ONE test that confirms or rules it out.
- Order them so the cheapest test comes first.

Do not guess. If the source does not cover the problem, tell me where I should
look next.
A note on sources:
- Every page of this documentation is available as Markdown (the same address with `.md`).
- A machine-readable overview of all public content is at `/llms.txt`.
- If you have access to the aYOUne MCP server, you can work against live data
  instead of this snapshot. If not, ignore this point.
Explain it in plain words No jargon, from the ground up.
Read the following documentation by tolinax UG and work with it.

This page: https://ayoune.com/en/docs/security-privacy/data-retention-and-deletion-policy.md
The complete collection: https://ayoune.com/en/docs/security-privacy.md

Explain the content so that someone without prior knowledge understands it.

- Start with the purpose: why does this exist at all?
- Explain technical terms in half a sentence on first use.
- One everyday comparison where it genuinely holds — none where it limps.
- At the end: the three things worth remembering.

Do not shorten by dropping conditions. A simplification that hides a
prerequisite is a false statement.
A note on sources:
- Every page of this documentation is available as Markdown (the same address with `.md`).
- A machine-readable overview of all public content is at `/llms.txt`.
- If you have access to the aYOUne MCP server, you can work against live data
  instead of this snapshot. If not, ignore this point.
A checklist to tick off To follow along while you do it.
Read the following documentation by tolinax UG and work with it.

This page: https://ayoune.com/en/docs/security-privacy/data-retention-and-deletion-policy.md
The complete collection: https://ayoune.com/en/docs/security-privacy.md

Turn this into a **tick-off checklist** for practical use.

- Exactly one action per item, in the imperative.
- Order it so that no item depends on a later prerequisite.
- Prerequisites and pitfalls as indented sub-items.
- End with an acceptance step: how do I know everything is right?
A note on sources:
- Every page of this documentation is available as Markdown (the same address with `.md`).
- A machine-readable overview of all public content is at `/llms.txt`.
- If you have access to the aYOUne MCP server, you can work against live data
  instead of this snapshot. If not, ignore this point.

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