Data Retention and Deletion Policy
How long ZeniaHR keeps workspace data, the three notices after non-payment or inactivity, and the day-90 deletion and day-120 backup purge.
Contents
This policy is part of the Terms of Service between ZeniaPex Private Limited ("we") and the Customer ("you"). It says how long we keep your workspace data, what happens when a subscription is not paid or a workspace is not used, and how deletion works, so that both sides know exactly when data will be removed from our servers.
1. Definitions
- Workspace data: everything in your ZeniaHR workspace: employee and worker records, attendance, payroll, documents and files, settings, and the personal data of your Data Principals.
- Active: a paid subscription that is current, or a free-plan workspace with at least one login in the last 180 days.
- Lapsed: payment is overdue, the subscription has expired without renewal, termination has taken effect, or a free workspace has had no login for 180 days.
- Grace period: the 90 days after a workspace lapses, during which it is read-only and export is available.
- Deletion: permanent removal of workspace data from our production systems. Purge: removal from backups.
2. While you are active
We keep workspace data for as long as your workspace is active. You control your own data and can edit, export or delete records at any time with the Service's tools. Deleting a record in the Service removes it from production immediately and from backups within 30 days.
3. What happens when a workspace lapses
| Day | Event | Notice we send | Your options |
|---|---|---|---|
| 0 | Payment fails or is overdue, the subscription expires, termination takes effect, or a free workspace reaches 180 days without a login | Notice 1: email to all workspace admins and an in-app banner: workspace is read-only, deletion date stated, export link | Pay or renew to restore full access; export data |
| 30 | Still lapsed | Notice 2: reminder with the deletion date | Same |
| 60 | Still lapsed | Notice 3, final notice: data will be permanently deleted on day 90 | Same |
| 90 | Still lapsed | Deletion runs; a deletion confirmation email is sent | None: data is deleted |
| 120 | Backup rotation completes | none | Data is purged from backups |
3.1 Paying the outstanding amount, renewing or reactivating at any time before day 90 restores full access with all data intact.
3.2 Notices go to every admin email on the account and are shown in the app. It is your responsibility to keep admin contacts current; failure to receive a notice does not delay deletion.
3.3 Export is self-service throughout the grace period: CSV and Excel for records, PDF for payslips and registers, and a ZIP of documents. Support can help with large exports.
4. Customer-requested termination or deletion
4.1 If you terminate, the grace period starts when the paid period ends. You may ask us in writing to delete earlier, after a 30-day export window from your request.
4.2 You may ask us to delete specific records or a whole workspace at any time from Settings, or by email to sales@zeniahr.com from an admin address; we verify the request before acting.
5. What is deleted and what is kept
5.1 Deleted: all workspace data, including every employee and worker record, attendance and payroll history, documents, photos, statutory identifiers, integrations and settings, and the personal data of your Data Principals.
5.2 Kept, because the law or our legitimate interests require it, and only for the periods stated: our invoices, payments and tax records (8 years); the Agreement acceptance records and the deletion audit log for your account (8 years); support correspondence (3 years); aggregated statistics that identify no one.
5.3 Deletion is irreversible. We cannot recover deleted workspace data after day 90.
6. Your statutory records
Indian labour, tax and social-security laws require employers to keep registers, payslips, PF, ESI and tax records for several years. Those obligations are yours. ZeniaHR is a tool for creating and holding those records while you subscribe; before a workspace lapses or is deleted, export what you must keep. We are not liable for records you did not export.
7. How deletion is done
Deletion is executed by an automated job on the scheduled date, logged with timestamp, workspace and operator, and confirmed by email. Production databases and file storage (AWS, Mumbai) are deleted first; backups are purged as they rotate, within 30 days. On request we provide a written confirmation of deletion.
8. Changes
We version this policy: number, effective date and changelog at zeniahr.com/legal/data-retention/. A change that shortens any period in section 3 is a material change: it takes effect 30 days after notice and requires re-acceptance by your admins.
9. Contact
sales@zeniahr.com ยท ZeniaPex Private Limited, 305 Capitol Icon, Sargasan, Gandhinagar 382421, Gujarat, India.
Version history
| Version | Effective date | Change | Link |
|---|---|---|---|
| v1.0 | 29 September 2026 | First release | /legal/data-retention/v1.0/ |
Every version stays online at its own address and is never edited after publication. A customer who accepted an earlier version is linked to that exact text.