Data Retention Policy
Rapprt Ltd, 124 City Road, London, EC1V 2NX
This policy explains how long Rapprt Ltd retains different categories of personal data, and applies to all Rapprt plans (Starter, Pro, Team, Enterprise). It is referenced from Rapprt's Privacy Policy and Data Processing Agreement, and should be read alongside both.
Retention periods
| Data type | Retention while active | Retention after cancellation (subscription lapses, no deletion requested) | Retention after deletion request (in-app delete, or right to erasure) |
|---|---|---|---|
| Customer account & user login data | Life of subscription | 12 months, then deleted from primary systems; 90 days from backups thereafter | 30 days from primary systems, 90 days from backups |
| Contact records (name, employer, job title) | Life of subscription, or until manually deleted | 12 months, then deleted from primary systems; 90 days from backups thereafter | Immediate from primary systems; 90 days from backups |
| Personal interest / sport data linked to a contact | Life of subscription, or until manually deleted | 12 months, then deleted from primary systems; 90 days from backups thereafter | Immediate from primary systems; 90 days from backups |
| Shared topic-level cache (e.g. general sports results, not linked to an individual) | Refreshed on ongoing basis; not personal data | Not applicable — de-linked from any individual | Not applicable — de-linked from any individual |
| Billing records (Stripe) | Life of subscription | Retained per statutory financial record-keeping requirements (typically 6 years), independent of account status | Same — statutory retention overrides deletion requests for billing records only |
| Support/email correspondence | Ongoing | 24 months from last contact, unless needed for an active dispute | 24 months from last contact, unless needed for an active dispute |
Cancellation vs. deletion — an important distinction
Rapprt distinguishes between two different customer actions, which carry different retention treatment:
Cancellation means a customer stops their paid subscription but has not asked Rapprt to delete their data. In this case, Rapprt retains the account, contact, and interest data for 12 months, so the customer can rejoin later without re-uploading their contacts and losing accumulated interest history. After 12 months of inactivity, this data is deleted from primary systems, with backups purged 90 days after that.
Deletion means a customer has explicitly asked for their data to be erased — either via the in-app delete function or a formal right-to-erasure request. In this case, Rapprt does not apply the 12-month grace period: data is removed from primary systems immediately (or within 30 days for full account deletion), with backups purged within 90 days, as set out in the table above.
This means cancelling a subscription does not, by itself, delete a customer's data — a customer who wants their data erased on cancellation must actively request deletion in addition to cancelling.
Why we retain data for these periods
The 12-month post-cancellation window exists because re-onboarding (re-uploading contacts, waiting for interest data to repopulate) is a genuine cost to a returning customer, and most reactivations happen within this window. Billing records are retained longer to meet UK statutory accounting obligations, independent of whether the underlying account still exists.
Immediate deletion
Any user can delete their own contact record and associated data at any time using the in-app delete function, described in Rapprt's Data Processing Agreement, Section 6. This removes the record from primary systems immediately; residual copies in backups are purged on the standard 90-day cycle. This is separate from, and unaffected by, the 12-month cancellation grace period above.
Shared topic data
To keep the service affordable, Rapprt caches certain non-identifiable data (such as general sports results) once per topic and serves it to all customers, rather than regenerating it per user. This shared cache is not personal data once de-linked from any individual contact, and therefore falls outside this retention schedule.
Review
This policy is reviewed at least annually, or sooner if Rapprt's data processing activities change materially (for example, on introduction of Phase 2 hobby/interest data from unstructured CRM notes).
Last reviewed: July 2026. For questions, contact joe@rapprt.com.