DATA RETENTION AND DESTRUCTION POLICY

This policy is to help our subscribers understand how data is retained in our system and what triggers data destruction.  Data is deleted in vCIOToolbox when two conditions are met.

• Active Deletion: The tenant has an active subscription and a user of their system and/or administrative user initiates the deletion of the data, company account, or user account.
• Passive Deletion: The tenant subscription is terminated.

Data Retention

The table below outlines our data classification and retention periods.

Description

Content is directly provided/created by tenant holders, admins, and users.  This includes assessment responses, documentation including evidence and policies, and data retrieved via client integrations.

Includes all text, sound, video, image files, and software created and stored in the vCIOToolbox systems across all products. 

Data that can identify the user of the vCIOToolbox system including display name, email address, or IP address.

An identifier created by vCIOToolbox tied to the user of a vCIOToolbox service. When combined with other information, such as a mapping table, this information identifies the end user.

Examples GUIDs, PUIDs, SIDs and session IDs.  This does not contain information created by the customer.

Subscription Retention

Paid Subscription

A subscriber can access, extract via PDF report or CSV (where available), or delete customer data stored in vCIOToolbox at any time during their subscription.  The customer is responsible for this extraction; vCIOToolbox is not responsible for the extraction of data. Instructions on data extraction can be found here.

If a paid subscription ends or is terminated, vCIOToolbox retains customer data for 10 days after subscription cancellation.

After the 10-day retention period ends, vCIOToolbox disables the account and deletes the customer data, the tenant, and all user accounts. No more than 30 days after the expiration of a subscription’s termination, all retained data will have lapsed, and the data is commercially unrecoverable.

Trial Subscriptions

At the end of a free trial, your account moves into a grace status for 30 days. During this grace period, you can purchase vCIOToolbox, and we will reactivate access to the tenant. If you decide not to buy vCIOToolbox, you can either cancel your trial and request the data be immediately deleted (via [email protected]) or let the grace period expire, and your trial account information and data will be deleted.

Updated 3/31/26