Annex Orbis1. Principles
- We keep information only as long as it is needed to provide the Services, protect accounts, and meet legal, tax and regulatory obligations.
- For Customer Content, the Customer decides: many features let an organization set its own retention period, and the Customer can delete its content.
- A legal hold placed by a Customer suspends automatic deletion of the content it covers until the hold is released.
- We review this policy at least once a year, and whenever we add a feature that stores a new kind of information.
2. Retention periods
| Information | How long we keep it |
|---|---|
| One-time sign-in codes | Expire after 10 minutes; deleted 24 hours after expiry |
| Passkey sign-in challenges | Deleted when they expire, within minutes |
| Sign-in attempt records | 30 days |
| Sessions | Up to 30 days (shorter if you choose); records deleted 30 days after the session ends |
| Organization invitations | Expire after 14 days |
| Security and audit records (sign-ins, device changes, actions taken, with IP address and user agent) | Up to seven years |
| Files in trash | Permanently deleted 30 days after they are trashed |
| Earlier file versions | As set by the organization's version-retention rule |
| Unsent e-signature envelopes | Expire after 14 days unless the sender sets another period |
| Completed e-signature records and audit trails | While the organization is active, so signatures stay verifiable |
| Inbound email staging copies | 7 days after delivery |
| Undelivered outbound email | Abandoned after 24 hours |
| Inbound MMS media | 30 days unless saved |
| Call recordings held by our telephony provider | Deleted from the provider once copied into the Services |
| Background screening records | 90 days after the screening completes, or the period the organization sets (1 day to 10 years), unless a legal hold or open dispute applies |
| Employee presence and location samples | The period the organization sets (1 day to 10 years), unless a legal hold applies |
| Detailed driver positions | Reduced to one position every 15 minutes after 7 days; kept at that resolution while the organization is active |
| Driving telemetry samples | 30 days by default |
| Navigation records | 90 days by default |
| Proof-of-delivery images | 91 days after the route closes; a fingerprint of each image is kept as evidence |
| Fleet compliance records | Vehicle inspection reports 90 days; short-haul records 180 days; vehicle and maintenance records 1 year; driver files and accident records 3 years; fuel-tax GPS records 4 years |
| Event messages between our services | 30 days |
| Database backups | 7 days, encrypted |
| Contact-form submissions | Until you ask us to delete them, or 3 years after our last contact with you |
| Public motor carrier directory | Current records while published, and earlier versions to show how a record changed |
Customer Content not listed above, including email, chat, text messages, call and meeting recordings, transcripts, HR records, accounting records and bank transactions, is kept while the Customer's organization is active, until the Customer deletes it, or until the organization leaves as described in section 4.
3. Deleting your account
You can delete your account in the web app, in Routes for Android, or at annexorbis.com/account-deletion. We confirm the request with a code sent to your email, and you choose to delete now or in 7 days (you can cancel a scheduled deletion until it takes effect). If you are the only owner of an organization, you must transfer ownership or close the organization first.
When deletion takes effect we:
- sign you out everywhere and revoke your sessions, devices and passkeys;
- remove your name, profile photo, email address and phone number, and delete your settings, preferences, recovery codes and sign-in codes;
- remove your device push tokens; and
- end your access to every organization.
We keep a disabled account record with no contact details so that security and audit records, and the audit trails of documents you signed, stay intact; these are kept for the periods in section 2. Content you created inside an organization, such as messages, files and records, belongs to that organization and remains under its control. Deleted information can remain in encrypted backups for up to 7 days.
4. When an organization leaves
When a Customer's subscription ends or it asks us in writing to close its organization:
- For 30 days, the Customer can export its content or ask support@annexorbis.com for a copy.
- Within 90 days after that, we delete the organization's Customer Content from our active systems, including stored files, email, messages, recordings and records, and we ask Plaid to revoke any remaining bank connections.
- Deleted content can remain in encrypted backups for up to 7 more days.
- We keep only what the law requires us to keep, such as our own billing and tax records, and content under a legal hold or needed for an active legal claim, and only for as long as that obligation lasts.
- On request, we will confirm the deletion in writing.
5. Bank data from Plaid
- We never receive or store bank login credentials or full account and routing numbers.
- When a Customer disconnects a bank connection, we ask Plaid to revoke our access and stop importing new transactions.
- Transactions already imported are part of the Customer's accounting records and are kept while the organization is active, so its books stay complete. They are deleted when the organization leaves, as described in section 4.
- Pending transactions that the bank later withdraws are deleted when Plaid reports them removed.
6. Legal holds
Customers with the right permissions can place a legal hold on email, files and other content. While a hold is in place, content it covers is not automatically deleted. We may also preserve information when the law or valid legal process requires it.
7. Requests and questions
To ask us to delete information, email privacy@annexorbis.com from the address on your account. We verify requests before acting and respond within the time the law requires. If the information is a Customer's content, we will refer the request to that Customer and help them respond.
ANNEX ORBIS Inc., Attn: Privacy, 30 N Gould St #68044, Sheridan, WY 82801.