Data retention
What Drex and the document service keep of your documents and results, for how long, and what zero retention changes.
This page says what is stored when you use the Perception tools and for how long. Section 5.7 of the Terms of Service, section 6 of the Privacy Notice and section 4 of the Data Processing Addendum are the binding text; this page is the detail behind them.
What is kept
| What | How long |
|---|---|
| A job's request, its result and the files it produced | Removed within 48 hours after the job completes on a paid account, and within 7 days on a free account. For a job that fails or is cancelled, the period starts when it fails or is cancelled. After that the job still reads, with result_state: "expired" and no result. |
| Files you upload to your account's Perception workspace | 24 hours after upload by default, whether or not a job read them. An owner or admin can choose up to 7 days under Settings › Data retention › Keep uploads for; see Uploads. |
| Saved content: files in a workspace made under Workspaces, saved extraction schemas, workbench drafts and runs | Until you delete it, close the account, or reach the date shown before you save it, whichever comes first. A workbench draft (its tool settings and file names, not file contents) is erased 60 days after you last changed it, and a run a year after it was made. |
| Classification domains | They can't be deleted in the console or the API, because results already made depend on them. They are kept until your account or organization is closed, or deleted within 72 hours if you ask at support@nace.ai. |
| Copies in backups | Removed within 35 days after the content is removed from active systems. |
Records that hold no document content are kept for their own periods:
| Record | How long |
|---|---|
API logs and usage metadata, such as a job's status, page counts, credits, usage_final and cost | 13 months, then de-identified: who made the request is erased, and only counts, amounts and timestamps remain. |
| Account information | While the account is open, and up to 24 months after it is closed, then de-identified the same way. |
| Billing records | Up to 7 years, as tax and accounting law requires. |
| A deleted file's deletion record: a hash of its name, its size and its page count | Up to 7 years. |
| One-way hashes of the email address and the payment card used at sign-up | As long as needed to stop the same person or card claiming the free sign-up credit twice. |
| Your acceptance of the Terms of Service and the Privacy Notice: the date and the version | As long as needed as evidence of that acceptance. |
Zero retention
Zero retention is an account setting. An owner or admin turns it on under Settings › Data retention. With it on, your documents and results are deleted from active systems, caches included, within 1 hour after the result is delivered. They are never written to a database, to backups, as previous file versions, or to logs or traces, which hold only usage metadata, and they go only to service providers bound by contract not to keep them or train on them.
It also gives your workspace one-day periods at once, so files already in it, including ones uploaded before you switched it on, are deleted a day after their upload (those already older than a day at the next cleanup) and can't be recovered. For jobs created after you switch it on:
- The result is returned once, in the response to the request that creates the job. A create must ask to wait for it: see Zero retention for
wait_seconds, thenot_retainedstate and what happens when a job outlasts the wait. - The files that result links to stay downloadable for about 21 minutes after the job finishes, then the links answer
410with coderesult_expired. The files you uploaded for the job are deleted about half an hour after it finishes. Download what you need right away. - The job keeps its status,
creditsandusage_final, and is billed like any other. - In the console, the run history shows the job as not retained.
While a job runs
A job's document passes through Drex's servers on its way to the document service (Drex doesn't write it to its logs), through the document service's processing infrastructure, and through the model providers that run the tools. Schedule 2 of the Data Processing Addendum lists those providers.
Inactive free accounts
Drex may delete a free account that has had no activity for 90 days. A free account here is one that has never been topped up or invoiced, doesn't use pay-as-you-go, and has no member other than its owner. Activity is any of:
- signing in, or using the console while signed in;
- a call with one of the account's API keys;
- a document job or usage on the account;
- a Perception run, or an edit to a workbench draft.
Before deleting, Drex emails the owner. The account is deleted no sooner than 14 days after that email, and only if there was no activity in between; signing in cancels the deletion. Deletion erases the same data, and keeps the same records, as closing the account yourself (below).
Deleting your data
Delete uploaded files, saved schemas, workbench drafts and runs with the controls in the console and the API, or ask at support@nace.ai. What you ask to delete is removed from active systems within 72 hours, and from backups within 35 days after that. Asking never makes content stay longer than its period above.
Closing your account deletes your workspaces and the files and results in them. The records in the second table are kept for their periods.