Data Retention & Deletion Policy

1. Scope

This policy applies to information processed by GovDraft in connection with your use of the Service, including:

• Solicitations and related source documents
• Generated compliance matrices and proposal drafts
• Workspace metadata, analytics, and configuration
• Logs and operational telemetry related to the Service

2. Storage model overview

GovDraft is designed so that long term storage of your files happens in your own connected storage, not on GovDraft servers. In particular:

• Final exports are delivered directly to your Google Drive or Dropbox in an organized GovDraft/YYYY/MM folder structure.
• GovDraft keeps only the minimum metadata needed to operate your workspace, measure usage, and support product improvements.
• Parsed solicitation text and in progress drafts live in an encrypted, short lived parsing workspace, not as permanent stored documents.

3. Temporary parsing data (7 day cache)

When you upload or paste a solicitation, GovDraft creates a temporary parsing workspace to extract requirements, build your compliance matrix, and support drafting. This workspace:

• Resides in an isolated, encrypted storage bucket managed by GovDraft's infrastructure provider.
• Holds only the content required to perform parsing, analysis, and drafting for the active project.
• Is retained for a limited window, so you can resume work or refresh your browser during that time.
• Is automatically cleared on a rolling schedule of approximately 7 days from initial processing.

After this window, the underlying source text and parsing data are removed from GovDraft storage and are no longer available through the Service. Your own copies in Google Drive or Dropbox are not affected.

4. Workspace metadata and analytics

To provide the Service, GovDraft retains certain metadata and analytics related to your account and usage, such as:

• Project and proposal titles
• NAICS and classification tags
• Export counts, timestamps, and basic success status
• Branding toggle status and plan tier information
• High level metrics, such as features used and time saved estimates

This metadata is retained while your account is active and for a period after cancellation as described below. It does not include full copies of your solicitation or proposal content.

5. Retention after cancellation

When you cancel a paid subscription or stop using the Service, GovDraft follows a staged retention process for metadata and limited operational records:

• Workspace level metadata is retained for approximately 1 year after cancellation by default.
• Prior to deletion, GovDraft provides a 30 day advance notice window so you can export any remaining records from your own storage or archive reports.
• Certain billing, security, and operational logs may be retained longer where required for accounting, dispute resolution, or legal compliance.

Deletion of GovDraft metadata does not remove files from your connected Google Drive or Dropbox. You remain responsible for managing and deleting those documents in your own storage accounts.

6. Extended Archive Plan (optional)

For customers who require longer retention of workspace metadata and GovDraft level reporting, an optional Extended Archive Plan may be offered as a paid add on. Under this plan:

• Certain metadata and analytics can be preserved for up to 3 years from the end of your subscription.
• The archive is used for reference, audits, and reporting, and does not convert GovDraft into a primary document repository.
• Your files continue to live in your own Google Drive or Dropbox, which you control directly.

Details of the Extended Archive Plan, including pricing and exact coverage, are provided in the relevant plan description or order form.

7. Free Auto Compliance Matrix and usage caps

GovDraft may offer a free auto compliance matrix feature with limits based on file size, token usage, and frequency (for example a certain number of free matrices per week). For this feature:

• Uploaded solicitations are processed in the same short lived parsing workspace and removed on a rolling basis.
• Basic telemetry such as anonymized identifiers, matrix counts, and timestamps may be retained to enforce caps and detect abuse.
• These telemetry records are aggregated over time and do not store full solicitation content.

8. Backups and operational logs

GovDraft maintains backups and operational logs to ensure reliability, security monitoring, and disaster recovery. These systems may contain traces of data that have since been updated or deleted in the main application database.

Backups and logs are subject to their own retention schedules, which are designed to meet operational needs and legal obligations, and are not used to rebuild user facing content except where necessary for recovery or security investigations.

9. User requests for deletion

Depending on your location and applicable law, you may have rights to request deletion of certain personal information. In many cases you can:

• Delete projects, drafts, or metadata directly in the workspace
• Remove files from your own connected Google Drive or Dropbox
• Contact GovDraft support to request deletion of account level data, subject to legal and operational requirements

GovDraft will review and respond to deletion requests in accordance with applicable law and will explain any information that cannot be deleted due to legal, security, or accounting obligations.

10. Changes to this policy

GovDraft may update this Data Retention and Deletion Policy from time to time. If changes are material, GovDraft will provide notice by updating the date at the top of this page or by other reasonable means. Your continued use of the Service after changes take effect indicates your acceptance of the updated policy.

11. Contact

If you have questions about this Data Retention and Deletion Policy, you can contact GovDraft at support@govdraft.com or through the contact options shown in the app.