HR AI

Data Deletion

Customers may request deletion of uploaded data files and generated output files to reduce long-term retention.

This page describes how KYBN approaches deletion of Customer Data, generated outputs, and related records. Operational Logs and comparison snapshots are handled differently and are described separately below.

Customer Data vs Operational Logs

Customer Data includes uploaded raw HR files, generated report outputs, report setup records, run manifests, and similar workspace artifacts tied to a customer workflow.

Comparison Snapshots are lighter-weight derived records that KYBN can create after a report run. They are designed to support later run-to-run comparison without retaining the full uploaded source file.

Operational Logs include platform logs, security logs, audit trails, support traceability, and quota or abuse-prevention records needed to operate and secure the service.

What Can Be Deleted

  • Uploaded raw data files and related report setup records.
  • Generated report files, chart outputs, and support files.
  • Related output records associated with the requested run, where applicable.

Manual and Account-Level Deletion

  • Customers may request deletion of specific datasets, generated outputs, or related records.
  • Where product functionality allows, customers may manually remove workspace data and generated outputs.
  • Dataset records, profile records, and related artifacts may also be deleted through support-assisted or administrative deletion workflows.

Automatic Cleanup of Generated Outputs

KYBN applies automatic retention cleanup to generated outputs and certain export artifacts. These output rules are separate from the shorter retention window used for uploaded raw source files.

  • No-plan / Basic: generated outputs are retained for up to 7 days, while keeping at least the most recent 30 output artifacts.
  • Standard: generated outputs are retained for up to 30 days, while keeping at least the most recent 200 output artifacts.
  • Pro: generated outputs are retained for up to 90 days, while keeping at least the most recent 500 output artifacts.

Cleanup is triggered by product activity and may not run immediately after every single output is created.

Uploaded Raw Files

Uploaded raw source files now use their own automatic retention window. When that window expires, KYBN may purge the uploaded dataset file and remove the related dataset record and report setup records that depend on it.

  • No-plan / Basic: uploaded raw files are targeted for purge after 7 days.
  • Standard: uploaded raw files are targeted for purge after 14 days.
  • Pro: uploaded raw files are targeted for purge after 30 days.

This shorter raw-file window is intended to reduce long-term storage of sensitive source files while allowing KYBN to keep lighter derived snapshots for later comparison features.

Comparison Snapshots

After a primary report run, KYBN may create a comparison snapshot that stores masked employee identifiers, hashed state markers, selected dates, and aggregate counts such as active employees, hires, and terminations. These snapshots do not store the full uploaded HR file contents.

  • No-plan / Basic: comparison snapshots are targeted for retention up to 30 days.
  • Standard: comparison snapshots are targeted for retention up to 180 days.
  • Pro: comparison snapshots are targeted for retention up to 365 days.

These derived snapshots are intended to support future comparison workflows without requiring KYBN to retain raw uploads for the same duration.

Deletion Request Process

  1. Submit a request through the Support Center and include the relevant scope details, such as dataset name, report setup, or date range.
  2. We verify the request and confirm the deletion scope.
  3. Where needed, we coordinate deletion sequencing for uploaded raw files, generated outputs, comparison snapshots, and related records.
  4. Deletion actions are logged with timestamp and scope for traceability.

Service Integrity and Audit

Deletion removes Customer Data artifacts where applicable, while limited Operational Logs may still be retained as needed for platform integrity, abuse prevention, security, legal obligations, and support traceability.

Operational Logs are not treated the same as uploaded raw files. KYBN's current internal target for certain operational and audit logs is up to 24 months unless a shorter or longer period is needed for security, compliance, or incident response.

For questions about deletion requests or escalations, please use Contact.