Data Retention & Deletion

How long data stays in ValiCrew, how it is removed, and what survives removal.

Your workspace, your retention period

Each company sets its own retention period in the workspace settings. The platform uses it to build a queue of records that have fallen due — people whose engagement ended longer ago than the period allows.

Nothing is deleted automatically. The system tells you what is due; a person decides. Automatic deletion of employment records is exactly the kind of irreversible act that should not happen while nobody is looking, and legal holds are not something software can infer.

Erasing a person

Erasure is available from the workspace and does a real job rather than hiding a row:

• identity fields are anonymised and the engagement is marked as erased
• driver profiles, salary structures, allowances and salary-transfer profiles are deleted
• document reference numbers and stored field values are scrubbed, and the stored files are deleted from your connected storage
• clock-in coordinates are cleared, while the punch records themselves remain as worked history
• future shift assignments are removed, so coverage reopens and nobody is rostered against a person who is gone
• past shifts stay, because they happened

What lawfully survives erasure

Some records cannot be erased without breaking obligations that outlast the employment:

Locked payroll runs and final settlements. Once payroll is locked it is a financial record. UAE tax and accounting law requires it to be retained, and erasing it would make your books unreconcilable.

The audit trail. Who changed what and when. The audit log deliberately never contains the sensitive values themselves — it records that a salary changed, not the figure.

Worked history. Attendance and shift records for work actually performed, which may be needed to answer a labour dispute.

This is not us keeping data we like the look of. It is the narrow set that employment, tax and accounting law require, and it is the same set your accountant would tell you to keep on paper.

Support tickets and screen recordings

Deleted once the issue they document is resolved. A recording exists to fix a bug and has no reason to outlive the fix — which matters here, because a recording of this application usually contains real personal data. Suggestions on the shared board stay while they are open, since other companies are voting on them. See Feedback, Suggestions & Recordings.

Backups

Backups are taken daily and retained on a rolling basis. A record erased from the live system will still exist in backups until those age out — restoring a backup is a disaster-recovery act, not a way to bring back erased data, and any restore is followed by re-applying erasures.

Data portability

You can export at any time, in structured formats, while your workspace is active — and also during the read-only period after a subscription lapses. Losing access to your own data has never been a lever we are willing to use.

When a workspace ends

A workspace that lapses becomes read-only. Data is retained so you can export it and so you can come back without losing anything.

If you ask us to close the workspace permanently, we delete the tenant database schema and destroy its encryption key. Because each workspace has its own key, destroying it makes any residual copy unreadable — the data does not merely become inaccessible, it becomes undecryptable.

Tell us at [email protected] when you want that done. We will confirm before doing anything irreversible.

Contact

[email protected]