Data Retention & Deletion Policy

This policy explains, in plain language, how long Aevon LLC (“Aevon,” “we,” “us”) keeps a Client’s data and exactly what happens to it when a Client leaves. It is part of, and should be read with, our Privacy Policy.

What we hold, and for how long

By design, the Portal keeps very little. We never keep call recordings, and keep no profile of the people who call or message you — the recordings live with Retell, our voice-AI provider, not in the Portal database. The one exception is a Client’s conversations on its public lines — message conversations on its connected business WhatsApp and Instagram accounts and Facebook Page (Messenger), and what was said on calls to its receptionist, as text — kept for 90 days. What we keep about a Client is:

Data	How long we keep it
Client account & settings (business name, contact, login email, scrambled password, business hours, report preferences)	While the account is active; deleted on departure (see below)
A business we talked with that has not signed up (the business, and the name and email of the person we spoke with)	Up to 90 days from our first conversation, then deleted — unless it goes ahead, when it becomes that Client’s account
The Client’s Retell access key (encrypted while stored)	While the account is active; destroyed with the account on departure
Where the Client’s calls come in on numbers in its own Twilio account: an access key to that account, the sign-in Retell uses to put calls through over it, which numbers we connected and how each was set up before (encrypted while stored)	While the account is active; the key is destroyed when the Client asks us to forget it, and all of it with the account on departure
Which WhatsApp and Instagram accounts and Facebook Pages the Client connected, and the access Meta grants us to answer on them (encrypted while stored)	While connected; destroyed when the Client or Meta disconnects the account, or with the account on departure
Message conversations on those accounts: what people wrote, the replies, who wrote, why a conversation went to a person, and the Client’s team’s notes on it (encrypted while stored; never photos, videos or voice notes)	90 days from each message; all of a channel’s conversations deleted at once when it is disconnected, and with the account on departure
What was said on calls to the Client’s receptionist, as text, with a one-line summary of each call and the number the call came from (encrypted while stored; never the recording)	90 days from each call; deleted with the account on departure
Billing record (Stripe customer ID, plan, billing status)	While the account is active; deleted with the account, except records we must keep for tax/accounting
Security & audit logs of sensitive actions (who changed or accessed what, and when)	Retained after departure as our accountability record (see “Records we keep”)
Call recordings and transcripts held in Retell, with personal details removed	90 days from each call, then deleted by Retell
A message conversation while Retell writes a reply	Deleted at Retell when the exchange ends, at the latest after a day without new messages

What happens when a Client leaves

When a Client cancels or is offboarded, we follow these steps:

• Delete the Portal account when the Service ends. At the end of the paid period (or sooner if the Client asks), deleting the account removes the Client’s login and access, destroys the stored (encrypted) Retell key, the stored Twilio key and sign-in, and the access to the Client’s WhatsApp and Instagram accounts and Facebook Page, deletes every kept conversation (messages and calls), and removes the account’s settings, sessions, and passkeys. As part of the same step, the Portal also clears any of that account’s unused password-reset or email-change links and any queued emails addressed to it, so nothing client-identifiable is left waiting in the system.
• Retire the voice agent and the chat agent. In Retell, we turn off and retire the Client’s AI agents and release its phone number if it will not be reused. Where the Client’s numbers are in its own Twilio account, the numbers and what we set up there to carry their calls stay in that account and remain the Client’s; on request we put each number back as it was before we connected it.
• Cancel billing. We cancel the Client’s subscription with Stripe, our payment processor (normally at the end of the paid period unless the Client asks otherwise).
• Clear incidental copies after a 30-day grace period. Routine system backups and any incidental copies (for example, client-specific files) age out and are cleared within 30 days. This short window is a safety net so an accidental cancellation or a billing dispute does not destroy something we still legitimately need.

Call data held by Retell

Call recordings and transcripts are held inside Retell, not the Portal, with personal details removed, and Retell deletes each one 90 days after the call. Deleting the Portal account does not by itself delete them sooner; retiring the Retell agent stops any new ones, and those already held are deleted when their 90 days end, or sooner if the Client asks.

Records we keep

A few records intentionally outlive the account, because we are required or accountable to keep them:

• Security & audit logs — a record of sensitive actions (for example, when a Retell key was set, accessed, or a client was deleted). These store only the action, the actor, and the time — never a secret’s value.
• Signed agreements and acceptance records — each accepted Services Agreement and Order Form, and the record of who accepted it, when, and which version, kept for at least six years after the account closes.
• Billing and tax records — kept as long as tax and accounting law requires.
• Security-incident records — where an incident occurs, we keep the related records for at least six years.

Your choices

Before an account is deleted, a Client may request an export of their account and configuration data by emailing support@aevon.io; we will provide it in a commonly used electronic format within a commercially reasonable time. A Client may also ask us to delete their account sooner. Callers should direct any requests about their own data to the Client they called, who decides how that data is used.

Changes

We may update this policy; material changes will be posted here with a new effective date, and we will email account administrators.

Versioning & annual review. Aevon maintains this document under version control and reviews it at least once a year, updating it as needed; any material change takes effect and is communicated in accordance with the change, amendment, and notice provisions set out in this document.

Contact

Aevon LLC  ·  support@aevon.io