MailOdds

Legal

Data Retention Policy

This page explains how long we retain different types of data and what happens when you delete your account. We follow the principle of storage limitation (AVG Art. 5(1)(e)): data is kept no longer than necessary for its purpose.

Retention Periods

Data TypeRetention PeriodOn Account DeletionLegal Basis
Account data
Email, name, settings		Duration of accountDeleted within 30 daysContract (Art. 6(1)(b))
Billing records
Invoices, payment history		7 yearsRetained per fiscal lawLegal obligation (AWR Art. 52)
Validation results
Bulk job results		7 days after completionAlready expired or deletedProcessor agreement
Contact lists
Names, emails, addresses		Duration of accountDeleted immediatelyProcessor agreement
Subscriber data
Subscribers, consent records		Duration of accountDeleted immediatelyProcessor agreement
Campaign data
Sends, templates		Duration of accountDeleted immediatelyProcessor agreement
Tracking events
Opens, clicks, web events		Configurable: 30 to 730 days (default 365)Deleted immediatelyProcessor agreement
Inbound messages
Bounces, complaints, replies		Up to 365 daysDeleted immediatelyProcessor agreement
Audit logs
Actions, IP addresses		2 years maximumDeleted immediatelyLegitimate interest (accountability)
API tokens
Token prefix, usage stats		Duration of accountRevoked and deletedContract (Art. 6(1)(b))
Server logs
Request logs, error logs		90 daysRotated automaticallyLegitimate interest (security)

What Happens When You Delete Your Account

When you delete your account through your dashboard settings, we perform a complete data deletion cascade covering all associated records. This process:

  • Deletes all tracking events, web events, and engagement data
  • Deletes all inbound messages (bounces, complaints, replies)
  • Deletes all campaign data, sends, and templates
  • Deletes all contact lists and subscriber lists with their entries
  • Deletes all validation jobs and results
  • Revokes and deletes all API tokens
  • Deletes all webhook configurations and delivery records
  • Deletes all suppression entries and audit logs
  • Cancels any active Stripe subscription
  • Permanently removes your user account

A 3-day cooldown period prevents immediate re-registration with the same email address (anti-abuse measure).

Data We Must Retain

Even after account deletion, certain data is retained where required by law:

  • Billing records: Dutch fiscal law (Algemene wet inzake rijksbelastingen Art. 52) requires retention of financial records for 7 years. These records are maintained by our payment processor (Stripe).
  • Consent evidence: Records proving that consent was validly obtained are retained for up to 2 years after withdrawal, as required for accountability under Art. 5(2) and Art. 7(1).

Configurable Retention

Account administrators can configure the retention period for tracking events (opens, clicks, web events) between 30 and 730 days. The default is 365 days. Auto-purge can be enabled to automatically delete data past the configured retention period. These settings are available at Settings > Privacy.

Additional Documentation

For more details about how we handle your data, see our Privacy Policy, Data Processing Agreement, and Data Subject Rights page. Additional compliance documentation (DPIAs, processing register, transfer impact assessments) is available upon request to dpo@mailodds.com.

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