Vitalessia Data Retention & Deletion Policy

Purpose

Vitalessia collects, processes, stores, and deletes information in accordance with applicable federal and state regulations, customer agreements, and security best practices.

Data Classification

• Category A: PHI
• Category B: AI Interaction Data
• Category C: Customer Operational Data
• Category D: Security & Audit Data

Retention Schedule

• Call Recordings: 90 days default (customer configurable 30, 90, 180 days, or 1 year).
• Call Transcripts: 2 years.
• AI Summaries & Structured Outputs: 7 years.
• Audit Logs: 6 years.
• Security Logs: 1 year hot storage + 5 years archive.
• Support Tickets: 3 years after closure.
• Customer Contracts: 10 years after termination.

Model Training Data

Vitalessia does not use customer PHI to train foundation models. Only properly de-identified data may be retained for product improvement and analytics.

Customer Termination

• Day 0: Export package available.
• Day 30: Environment disabled.
• Day 60: Production PHI deleted.
• Day 90: Backup copies deleted.

Litigation Hold

Deletion is suspended upon notice of litigation, investigation, security incident, or customer claim.

Automated Deletion Controls

Nightly deletion jobs enforce retention periods and hard-delete expired records.

Backup Retention

Daily backups retained 35 days; monthly backups 12 months; annual backups 7 years.

AI Governance

• Prompt history: 3 years.
• Model versions: 7 years.
• Safety policies: 7 years.
• Escalation and human review logs: 7 years.

Enterprise Positioning

PHI-minimizing by design. Audio retained for 90 days by default, transcripts for 24 months, and customer data automatically purged following contract termination unless otherwise required.