DRAFT — for Boosting Hope to review and approve (agreement s.6.1). Not yet approved.
Data Retention and Deletion Policy
The Fourth Quarter Companion
Effective date: [EFFECTIVE DATE — the date Boosting Hope approves this policy, before any reader joins]
Who we are
In this policy, "we" means the Fourth Quarter Companion program. It is run by Boosting Hope, Inc. with its technology partner Zaibex LLC. Boosting Hope owns the program data. Zaibex handles it only for Boosting Hope.
This policy explains how long we keep your data and how we delete it. Our Privacy Policy explains what we collect and who can see it.
The short version
- We keep your data while you use the journal.
- You can download or delete it at any time, using the buttons in Settings.
- When you delete, your data is removed from the program at once, and from backups within 30 days.
- We do not keep voice recordings, from voice notes or from calls with the companion. Only the text is kept.
- If you do not use your account for 12 months, we email you a reminder. Then we delete the account.
- If the program does not continue after the pilot, you get 7 days' notice to download your journal. Then everything is deleted within 10 business days.
How long we keep each kind of data
| What | How long we keep it |
|---|---|
| Your name, email, time zone and email time | While your account is open |
| Your journal notes, ratings (1 to 5), how long it lasted, and tags | While your account is open |
| Your day 1 answers and your sealed guess | While your account is open |
| Voice recordings | Not kept. Deleted once OpenAI has turned them into text. We keep only the text. |
| Photos on your memory necklace | Until you remove the photo, or until your account is deleted |
| Your weekly notes, report, happiness plan and draft Framework | While your account is open |
| Your chats with the AI companion | While your account is open |
| The companion's short memory notes about your earlier chats (so it remembers people and things you told it) | While your account is open. The notes are rewritten as you chat. You can read them, and make the companion forget, in Settings. |
| Safety alerts: only that the safety check noticed a worry, and when. Never your words. | While your account is open |
| Copies of the emails we sent you | While your account is open |
| Your feedback form and follow-up answers | While your account is open |
| Simple records (for example, when you joined and how much you used the AI companion) | While your account is open |
| Copies in backups | Up to 30 days after the data is deleted from the program |
Deleting your data yourself
You can delete your data at any time. Here is how:
- Sign in and go to Settings.
- If you want a copy, press Download my journal first. You get your journal, your report and your chats with the companion.
- Press Delete my data and confirm.
What happens next:
- Your account and everything in it is removed from the program at once. This includes your notes, ratings, photos, chats with the companion, the companion's memory notes, report and feedback.
- You stop getting emails.
- Copies in our backups are deleted within 30 days. Until then, they stay locked away and are not used.
- This cannot be undone.
You can also email us to ask us to delete your data. We will do it for you. [CONFIRM: how quickly we act on an emailed request — suggest within 5 business days]
What we cannot delete
- Your own email. Our emails, and any replies you sent, stay in your own email account. You can delete them there.
- Short safety copies at the AI services. The AI services may keep data for a short time for safety checks, under their standard terms. Then they delete it. They do not use your words to train their AI.
- Email service records. Our email service (Resend) may keep basic sending records for a short time, under its standard terms.
Accounts that are not used
If you do not use your account for 12 months:
- We email you a reminder.
- If you still do not use it, we delete the account and everything in it. [CONFIRM: how long after the reminder — suggest 30 days]
"Using your account" means signing in or writing a note, by email or on the website.
At the end of the pilot
Boosting Hope will decide whether to keep the program after the pilot.
If Boosting Hope keeps the program
Your data moves with the program to accounts in Boosting Hope's name. This policy still applies. You can still download or delete your data at any time.
If Boosting Hope does not keep the program
- We email you at least 7 days before we switch it off.
- During those 7 days, you can download your journal and report.
- Then we switch the program off.
- Within 10 business days, we delete all readers' data. This includes copies in the website, database, email and AI services that we control.
- Copies held only in automatic backups, or kept by a service under its standard terms, stay private and are deleted in the normal cycle.
- Zaibex confirms the deletion to Boosting Hope in writing.
Results from the pilot
After the pilot, Zaibex writes a short results report for Boosting Hope. It shows combined numbers, such as how many readers reached their report. It does not include what anyone wrote or their happiness scores.
[CONFIRM: whether the results report may include short quotes from feedback answers, with no names.]
Test accounts
Boosting Hope and Zaibex test the program with test accounts only. Test accounts never use real readers' data.
If something goes wrong
If anyone gets into readers' data without permission, Zaibex will tell Boosting Hope within 48 hours. Zaibex will help Boosting Hope tell you.
Changes to this policy
Boosting Hope must approve any change to this policy.
[CONFIRM: how readers are told about changes. Suggested: "If we make an important change, we will email you before it applies."]
Questions
Email: [PRIVACY CONTACT EMAIL — suggest nrana@boostinghope.org, as on the reader one-pager]
Post: Boosting Hope, Inc., P.O. Box 117, Crystal Bay, NV 89402, USA