Last updated: 29 May 2026

Deletion Concept

This English version is provided for convenience. If legal interpretation differs, the German version applies unless mandatory law provides otherwise.

1. Principle

Personal data is deleted as soon as it is no longer required for the respective purpose and no statutory retention, evidence or security interests prevent deletion. Deletions should cover all relevant storage locations.

2. Document deletion

When a document is deleted, the original file, generated PDF or OCR files, OCR text, metadata, search index or embedding data, previews, local archive paths and related S3 objects should be removed where technically possible and no retention obligation exists.

3. Workspace and account deletion

When a workspace is deleted, documents, folder structure, API and email tokens, invitations, notification rules, search data and workspace memberships are removed or anonymized. Billing and transaction data may be retained longer due to statutory obligations.

4. Temporary files and exports

Temporary upload, OCR, import and export files are required only for technical processing and should be deleted after completion or after a short period. Download archives should not be stored permanently.

5. Email import and API

Incoming emails and API uploads are processed where required for checking, import, classification and filing. Raw data not permanently stored as a document should be deleted or overwritten after processing.

6. Backups

Backups serve recovery and security. Individual data may remain in backups until the end of backup retention. Backups are not used for operational access and are overwritten or deleted after the intended period.

7. Logs

Log data is stored for operation, security and error analysis and then deleted or rotated. Longer retention may occur where required to investigate security incidents, misuse or legal claims.

8. Deletion review

Deletion functions are reviewed regularly. When storage locations, S3 structures, OCR processing, AI functions or exports change, it must be checked whether this deletion concept still covers all affected data sets.