Data Deletion Policy
Self-serve deletion, DSAR portal, and retention schedule by data category.
1. Your Rights
You have the right to request deletion of personal information we hold about you, subject to the carve-outs in Section 6. Where GDPR / UK GDPR, CCPA / CPRA, LGPD, PIPEDA, or comparable laws apply, this policy is also the procedure we follow to honor those rights.
2. Self-Serve Account Deletion
- Sign in to your HookPilot workspace.
- Open Settings → Account (or Settings → Billing for the workspace owner).
- Choose Delete Account or Close Workspace. Workspace owners can also export Customer Content from the same screen.
- Confirm by re-entering your password and any required MFA factor.
- You will receive a confirmation email within 24 hours and a final completion notice when the deletion finishes.
3. DSAR Portal
If you cannot use the in-product flow — for example because you are a former end user whose data was processed by a HookPilot customer — you can submit a Data Subject Access Request to privacy@hookpilot.co. The email should include the type of request (access, correction, deletion, portability, or restriction), the email or workspace name associated with your data, and any context that helps us locate the records.
4. Verification
To protect you from impersonation, we verify the identity of the requester before acting on a request. For account holders we rely on session + MFA. For non-account requesters we may ask for additional information that only the data subject would have. We will not use the verification information for any other purpose.
5. Retention Schedule
| Category | Default retention | Trigger to start countdown |
|---|---|---|
| Account profile (name, email, password hash) | Until deletion + 30 days soft delete | Deletion requested |
| Customer Content (briefs, prompts, outputs, uploads) | Until deletion + 30 days soft delete | Deletion requested or workspace closed |
| Workspace operational data (agent runs, memory, dashboards) | Until deletion + 30 days soft delete | Deletion requested |
| Billing records, invoices, tax records | Up to 7 years | End of fiscal year of last transaction |
| Audit logs and security event logs | Up to 24 months | Event timestamp |
| Support tickets and communications | Up to 24 months | Ticket resolution |
| Marketing contact + suppression list | Until unsubscribed; suppression kept indefinitely | Opt-out |
| Backups | Up to 90 days | Backup creation |
6. Lawful Carve-Outs
We may retain or refuse to delete information when it is necessary to: comply with a legal obligation (tax, accounting, sanctions screening, lawful preservation orders); exercise or defend legal claims; detect and prevent fraud, abuse, security incidents, or violations of our Terms of Service; protect the vital interests of any person; or maintain anonymized, aggregated statistics that cannot reasonably be associated with you. Where we retain information under a carve-out, we minimize what is kept and isolate it from production systems.
7. Sub-Processor Propagation
When deletion completes, we instruct our sub-processors to delete or anonymize the corresponding records under our contracts with them. Most propagate within 30 days; payment processors retain transaction records for the period required by financial regulation.
8. Backups
Encrypted backups age out automatically. We do not selectively delete individual records from backups; instead, if a restore brings deleted records back into production, we re-apply the deletion within 24 hours.
9. AI Memory and Agent State
HookPilot agents use scoped memory to remember context across runs. Memory entries are scoped per workspace and per agent and are deleted alongside the workspace. You can also clear specific memory entries from Settings → Agent Memory. Memory is never used to train shared models (see Privacy Policy §6).
10. Workspace Administrators
If you are an end user inside a customer's workspace (for example an employee whose company uses HookPilot), the workspace administrator is your first point of contact for deletion. HookPilot will assist where we are required by law to act directly.
11. Contact
Deletion requests and DSARs: privacy@hookpilot.co. We respond within thirty (30) days. Where your jurisdiction requires a shorter timeline, we honor the shorter one.