Data Retention Policy

Last updated: 1 March 2026

This policy sets out how long EasyVisit retains different categories of personal information, consistent with our obligations under POPIA and legitimate business needs.

Retention Schedule

Data Category	Retention Period	Reason
Visit records (check-in/out, access codes)	12 months	Property security audit trail
Visitor photographs (selfies)	90 days	Identity verification; proportionate retention
Host profiles	Duration of employment/residency + 6 months	Operational continuity
Blacklist records	Until removed by administrator	Ongoing security screening
System logs	30 days (rolling)	Security monitoring and debugging
SMS delivery records	90 days	Delivery confirmation and dispute resolution
Dashboard user accounts	Duration of client contract + 90 days	Access management

Deletion Process

Upon expiry of the relevant retention period, personal information is deleted from our production database. Backup copies are purged within the next scheduled backup rotation cycle (maximum 30 days).

Early Deletion Requests

Data subjects may request deletion of their personal information before the standard retention period expires by contacting privacy@easyvisit.app. We will action valid requests within 30 days, subject to any legal retention obligations.

Questions

For questions about data retention: privacy@easyvisit.app