DD Tailors Data Deletion & Retention Policy

At DD Tailors (a product of Duo Dev Technologies), we take data privacy, security, and compliance seriously. This Data Deletion & Retention Policy outlines our automated inactivity lifecycles, user-initiated deletion procedures, data purging workflows, physical file disposal rules, and statutory data retention requirements under applicable Indian laws (including GST and IT regulations) and global SaaS compliance guidelines.

This policy applies to all registered accounts, workspaces (tenants), stores, staff members, end-customers, and associated media assets managed on DD Tailors.

Data stored within our systems is classified into two distinct categories:

A. Operational Data (Purgeable)
• User & Customer Profiles: Names, emails, phone numbers, avatars, family member records, customer notes.
• Tailoring & Business Workspace: Orders, order items, garment styles, measurement field templates, customer measurements, quotations, quotation items.
• Inventory & Stock: Inventory items, category configurations, stock levels, stock movement logs, barcodes.
• Staff & Workforce: Staff profiles, staff groups, attendance logs, salary calculation methods, staff earnings, staff settlements.
• Media & Storage Files: Uploaded customer photos, garment style images, material/fabric photos, gallery media, store/tenant logos, generated invoice PDFs, support ticket attachments.
• Integrations & Webhooks: Tenant integration bindings, capability event settings, execution jobs, webhook logs.

B. Compliance & Transaction Records (Legally Retained)
• Financial & Tax Records: Subscription invoices, DD Coins purchase invoices, tax group records, payment transaction logs mandated for 7 years under Indian GST & Income Tax laws.
• Audit Trails: Security and audit logs (`AuditLog`, `SystemEvent`) recording system-level events and access compliance.
• Anonymization Mandate: Retained records undergo strict PII Anonymization, stripping all personally identifiable names, phone numbers, addresses, and email credentials.

DD Tailors implements an automated scheduled system (`tenants:process-inactive`) to handle inactive accounts safely, ensuring users receive ample warning and grace periods prior to any data deletion.

Lifecycle Flow:
• Active Workspace
↓ (180 Days Inactivity - No order/login/audit activity)
• Bilingual Deletion Warning Dispatched (Email notification)
↓ (30 Days Grace Period - Active Countdown)
• Inactivity Evaluation:
- Activity Detected? → Reset Status to Active
- No Activity? → Tenant Suspended / Archived
↓
• Permanent Operational Data & Physical File Purge
↓
• Statutory Record Retention & PII Anonymization

Stage Details:
1. Active State: Standard operating workspace. Activity is calculated dynamically across user logins, order updates, customer entries, quotation updates, and audit logs.
2. 180 Days Inactivity Warning: When a tenant workspace records zero activity for 180 consecutive days:
• A Bilingual Notice (English + Regional State Language: Hindi, Marathi, Kannada, Tamil, Telugu, Gujarati, Bengali, Punjabi, Malayalam, Odia) is dispatched to registered tenant administrators.
• The workspace status transitions to `warning_sent`, starting an active 30-Day Grace Period.
3. 30-Day Grace Period:
• If any administrator or staff member logs into the account or updates business data during this period, the warning is automatically revoked, and the status returns to `active`.
4. Suspension & Purge (Day 210):
• If no activity occurs by the end of the 30-day grace period:
- Access to the workspace is suspended.
- All Operational Data and Physical Storage Files are permanently deleted from database tables and cloud storage disks.
- Mandated Financial & Audit Logs are anonymized.
- The workspace entry is archived as `Archived Tenant #[ID]`.

Users and Store Administrators have the right to request or initiate deletion of their personal or business data at any time.

Self-Service Deletion
• Account Deletion: Navigating to `Account Settings → Danger Zone → Delete Account` revokes personal user access and queues personal profile data for removal.
• Store / Workspace Deletion: Store Administrators can delete their store workspace under `Settings → Store Settings → Delete Store`.

Manual Request Submission
If you are unable to access your account or wish to request complete manual deletion:
• Email Request: Send an email to support@duodev.in with the subject line `"Data Deletion Request"`.
• Details Required:
- Registered Email Address
- Business / Store Name
- Scope of Deletion (Account, Store, or Both)
• Processing SLA:
- Email acknowledgement within 48 hours.
- Complete data and file deletion finalized within 30 calendar days.

Physical files associated with an account are deleted from active cloud storage disks (`storage/app/public`, `storage/app/private`, S3/CDN endpoints):
• File Types Deleted: Customer profile pictures, garment images, fabric photos, gallery media, store/tenant logos, generated PDF bills, export CSV files, and ticket attachments.
• Method: Immediate filesystem `unlink()` and disk storage purging. Backups roll off naturally within 90 days.

For questions, concerns, or legal inquiries regarding this Data Deletion & Retention Policy, contact:

Duo Dev Technologies
• Email: contact@duodev.in / support@duodev.in
• Phone: +91 94876 90260
• Registered Address: 2/45, JJ Colony, Near Common Service Centre, Mettupattithathanur, Salem, Tamil Nadu - 636103, India
• GSTIN: 33AAWFD9000D1ZM
• Business Hours: Monday – Saturday, 9:00 AM – 6:00 PM (IST)
• Website: https://duodev.in / https://ddtailors.com
• Legal Policy Portal: https://legal.duodev.in/products/dd-tailors/data-deletion-policy