1. Introduction
This Data Retention Policy explains how long BiPact retains your data, why we retain it for these periods, and your rights regarding data deletion. Our retention practices are designed to balance your privacy rights with the legal requirements of California security deposit law and the practical needs of property management.
2. Why We Retain Data
Security deposit documentation must be retained for extended periods due to California law:
- Statute of Limitations: Depending on how a claim is pleaded, tenants generally have 3 years (statutory wrongful-withholding under CCP §338(a)) or up to 4 years (breach of written lease under CCP §337) to file a security deposit lawsuit. We retain documentation through the longest applicable window.
- Evidence Preservation: Photos, receipts, and inspection records serve as critical evidence in the event of a legal dispute.
- Tax Documentation: The IRS recommends keeping records for 7 years for tax purposes, which may apply if deductions are claimed as business expenses.
- Audit Trail: Activity logs provide a verifiable chain of custody for all actions taken during the tenancy.
3. Retention Periods by Data Type
| Data Type | Retention Period | Counted From |
|---|---|---|
Account Information Name, email, profile | Until Deletion | Retained until you delete your account |
Property Records Addresses, lease details, deposit amounts | 7 Years | From tenant move-out date |
Inspection Photos Move-in/move-out documentation | 7 Years | From inspection completion date |
Deduction Statements Itemized lists, receipts, calculations | 7 Years | From statement generation date |
Digital Signatures Inspection acknowledgments | 7 Years | From signature date |
Messages & Communications Landlord-tenant messages | 4 Years | From tenant move-out date |
Activity Logs Audit trail, timestamps, IP addresses | 5 Years | From activity date |
Payment Records Stripe transactions, receipts | 7 Years | From payment date |
Session Data Login sessions, cookies | 7 Days | From last activity |
4. Data Lifecycle
Active Period
During an active tenancy, all data is readily accessible to landlords and tenants. Full functionality is available including photo uploads, messaging, and report generation.
Post-Tenancy (0-4 Years)
After move-out, data remains fully accessible. This covers the statute of limitations period during which legal disputes are most likely. All documentation can be downloaded or exported during this period.
Archive Period (4-7 Years)
Data is moved to archival storage but remains accessible. You will receive an email notification at the 4-year mark with an option to download a complete backup of your property records.
Deletion (After 7 Years)
Data is permanently deleted from our systems. You will receive a 30-day warning email before deletion with a final opportunity to export your records. Once deleted, data cannot be recovered.
5. Your Data Export Rights
You have the right to export your data at any time during the retention period:
Property Evidence Bundle
Download a complete PDF with all inspection photos, signatures, deductions, and compliance documentation for any property.
Photo Archive (ZIP)
Download all original photos as high-resolution image files organized by property and room.
Statement PDF
Generate and download AB 2801 compliant itemized deposit statements for sharing with tenants or for your records.
Account Data Export
Request a complete export of all your account data in machine-readable format (JSON) by contacting support.
6. Early Deletion Requests
You may request deletion of your data before the standard retention period expires. However, please note the following:
Important Considerations
- Deleting data within the 4-year statute of limitations period may leave you without evidence if a tenant files a legal dispute.
- Data related to active disputes or legal holds cannot be deleted until resolved.
- Some data may be retained in anonymized form for analytics purposes.
- We strongly recommend downloading a complete backup before requesting deletion.
To request early deletion, please contact us at support@bipactapp.com with the subject line "Data Deletion Request." We will process verified requests within 45 days.
7. Notification Schedule
We will notify you via email at the following intervals after a tenant moves out:
8. Data Security During Retention
Throughout the retention period, your data is protected by:
- Encryption at rest and in transit using industry-standard protocols
- Access controls limiting data access to authorized personnel only
- Regular security audits and vulnerability assessments
- Secure backup systems with geographic redundancy
- Audit logging of all data access for accountability
9. Legal Basis for Retention
Our data retention practices are based on the following legal and regulatory requirements:
- California Code of Civil Procedure Section 337: 4-year statute of limitations for written contract claims
- California Civil Code Section 1950.5: Security deposit documentation requirements
- IRS Publication 583: Recommends 7-year retention for business records
- CCPA (California Consumer Privacy Act): Right to deletion balanced with legitimate business purposes
10. Contact Us
If you have any questions about this Data Retention Policy or wish to exercise your data rights, please contact us:
Email: support@bipactapp.com
Phone: +1 (951) 496-9466
Mailing address:
BiPact
8 The Green, Suite A
Dover, DE 19901
For data export requests, please include "Data Export Request" in the subject line. For deletion requests, please include "Data Deletion Request" in the subject line.