Data Retention & Deletion Policy

This Data Retention & Deletion Policy explains how OpusPDF ("OpusPDF", "we", "us", or "our") retains, stores, and deletes data in connection with the use of the OpusPDF platform (the "Service").

This policy forms part of the OpusPDF Terms of Service and Privacy Policy and applies to all users unless otherwise agreed in writing.

1. Purpose and Principles

OpusPDF processes user data in accordance with the following principles:

• Data minimization – retaining only what is necessary
• Purpose limitation – using data only for defined service functions
• Limited retention – deleting data when no longer required
• Security and integrity – protecting retained data from unauthorized access
• Operational enforceability – retaining limited data to prevent abuse and ensure compliance

2. Categories of Data Covered

This policy applies to the following data categories:

• Uploaded files and documents
• Generated outputs (e.g., converted files, OCR results)
• Account and subscription data
• Usage metrics and logs
• Enforcement, audit, and security records
• Support communications

3. Retention of Uploaded Files and Outputs

3.1 Temporary Processing Storage

Uploaded files and generated outputs are stored temporarily to enable processing and download.

Unless otherwise stated:

• Files are automatically deleted after a defined short retention window
• Retention duration may vary by feature, plan, or system load
• Users are responsible for downloading outputs before deletion

3.2 Optional Storage Features

If OpusPDF offers optional storage or workspace features:

• Files are retained only for the duration of the enabled feature
• Deletion occurs automatically upon feature expiration or account termination

4. Account and Subscription Data

4.1 Active Accounts

For active accounts, OpusPDF retains:

• Account identifiers
• Subscription status and plan history
• Billing references from payment providers

This data is retained for the duration of the account and as required for operational and legal purposes.

4.2 Closed or Terminated Accounts

After account closure or termination:

• Personal account data is deleted or anonymized within a reasonable period
• Limited records may be retained to comply with legal, accounting, or dispute-resolution obligations

5. Usage Logs, OCR Metrics, and Enforcement Records

To ensure fair use, prevent abuse, and protect system integrity, OpusPDF retains:

• Usage metrics (including OCR accounting data)
• Access and security logs
• Enforcement and administrative action records

These records may be retained longer than user content and are used exclusively for:

• Abuse prevention
• Policy enforcement
• Security auditing
• Legal defense and compliance

Such data is not used for advertising or unrelated profiling.

6. Support Communications

Support requests, emails, and related communications may be retained for:

• Customer service continuity
• Quality improvement
• Legal and compliance purposes

Retention periods are limited to what is reasonably necessary.

7. Deletion Requests and User Rights

7.1 Deletion Requests

Where permitted by law, users may request deletion of personal data by contacting: support@opuspdf.com

Requests are subject to:

• Identity verification
• Legal and contractual obligations
• Legitimate interests such as fraud prevention and abuse detection

7.2 Limitations

OpusPDF may decline or partially fulfill deletion requests where data retention is required for:

• Legal compliance
• Security or abuse prevention
• Outstanding disputes or enforcement actions

8. Backups and Residual Data

• Data may persist temporarily in encrypted backups
• Backup systems are not actively processed
• Backup data is deleted or overwritten according to scheduled retention cycles

Residual data may exist briefly due to technical constraints but is not accessible to users or third parties.

9. Third-Party Processors

OpusPDF uses trusted third-party infrastructure and service providers. These providers:

• Process data only under OpusPDF's instructions
• Are bound by confidentiality and data protection obligations
• Retain data only as necessary to provide contracted services

10. Security Measures

OpusPDF applies reasonable technical and organizational safeguards, including:

• Access controls and role-based permissions
• Encryption in transit
• Logging and monitoring
• Administrative audit trails

Despite these measures, no system can guarantee absolute security.

11. Policy Changes

OpusPDF may update this Data Retention & Deletion Policy from time to time. Material changes will be communicated via the website or user dashboard.

Continued use of the Service constitutes acceptance of the updated policy.

12. Contact Information

For questions regarding data retention, deletion, or privacy rights, contact:

OpusPDF Support
Email: support@opuspdf.com