Retention schedule

Effective 2026-10-27. Version 2026-10-27.

How long ClientGen Reach keeps each kind of record, and what happens to it when a seat or a firm account is closed. Version 2026-10-27, effective 2026-10-27. The target periods below are the periods ClientGen works to; they are not automatic deletion promises. Destructive deletion and automatic purge are disabled today, and every deletion request is handled by a reviewed support procedure.

Sign-in and sessions

• Sign-in codes: ten minutes, then they expire on their own.
• Sign-in attempt counters (keyed by network address and email address): up to one hour.
• Web desk and reviewer sessions: twelve hours, or until you sign out.
• Assistant connections: subject to token expiry and revocation. Active seat status is checked when granting access; deactivation does not erase stored records.
• Order and kit confirmation links: twenty-four hours.

Accounts and firm settings

Records are currently retained after deactivation unless separately reviewed for removal. Disabling a seat blocks access but does not itself erase the seat, firm settings, orders or third-party copies. Closure is a reviewed process, not a single delete button.

Mailing list and activity notes

Removing a recipient marks the row as removed from the active list. It does not erase recipient fields, activity notes, enrichment data or snapshots already included in a draft or confirmed piece. A request to erase a recipient is reviewed against all of these locations, do-not-contact requirements and legal holds. Do-not-contact records are kept so the request keeps being honored.

Scanned business cards

Scanned card photos: not stored. Extracted card text awaiting review: one hour, then deleted; sign-out deletes it at once.

Brand kit, photos and uploaded artwork

Stored brand and artwork files and their earlier copies can remain after replacement or deactivation. Artwork referenced by Reach review history may be subject to archive constraints. A removal request covers current files, earlier copies and backups.

Drafts that were never confirmed

Target period: twelve months from the last change for eligible unconfirmed drafts. No automatic draft purge is enabled. Any purge will exclude drafts linked to confirmed pieces, protected history or a legal hold.

Confirmed pieces, archive records, reviews and the audit log

Retention periods and start events depend on the record category and your firm's own requirements. ClientGen's target is six years, which is not enforced automatically; your firm's own rules may require a different period, and for some communications the period runs from last use rather than creation.

Archive records and archive events, plus Reach workflow ownership and review events, have database triggers blocking ordinary changes or deletion. Orders and review tickets remain operational records that can change; the tool audit log does not have the same write-once guarantee. Protected records are removed only through a reviewed procedure with a legal basis and a check for legal holds.

Hosted page responses

Visitor responses are stored separately from mailing archives. No automatic response purge is enabled. To remove a response, support verifies the request and checks whether the response must be kept with a related record before removing it.

Billing records

Target period: seven years. Records held by the billing provider, invoices and the ClientGen ledger are kept separately. No automatic billing-record purge is enabled.

Backups

The application exports selected database tables and asset objects to private object storage when the backup bindings and scheduled job are configured. These exports supplement the database platform's own recovery features.

Backup objects expire ninety days after they are written, under a lifecycle rule on the private storage bucket. Before restoring from a backup, ClientGen reapplies completed removal requests and checks for legal holds.

Support and privacy requests

Target period: three years after a request is closed. No automatic purge is enabled. Records needed to explain a decision or preserve a legal hold may be kept longer.

Contact

Support and privacy requests: info@clientgen.ai
Security contact: pete.galloway@clientgen.ai

Account controls: Privacy and account in the Reach console.