Data Deletion Policy

Effective Date: November 16, 2025
Last Updated: November 16, 2025

Overview

At AI Classifier, we respect your right to control your personal data. This Data Deletion Policy explains how you can request deletion of your data, what happens during the deletion process, and what data is permanently removed from our systems.

Quick Summary: You can request complete deletion of your account and data at any time. All personal data and classification metadata will be permanently deleted within 30 days of your request. Email content is never stored, so there's nothing to delete.

Your Right to Data Deletion

Legal Basis

Under various data protection regulations, you have the right to request deletion of your personal information:

  • GDPR (General Data Protection Regulation): Article 17 - Right to Erasure ("Right to be Forgotten")
  • POPIA (Protection of Personal Information Act): Section 11 - Right to Erasure
  • CCPA (California Consumer Privacy Act): Right to Deletion
  • Other Jurisdictions: We comply with applicable privacy laws worldwide

Who Can Request Deletion

  • Individual Users: Any user can request deletion of their own account and data
  • Tenant Administrators: Organization admins can request deletion for their entire tenant
  • Authorized Representatives: Legal representatives with proper authorization
  • Parents/Guardians: For accounts of minors (if applicable)

How to Request Data Deletion

Deletion Process

  1. Email Request: Send an email to hello@aiclassifier.tech with the subject "Data Deletion Request" including your registered email address and tenant ID (if known).
  2. Identity Verification: We'll verify your identity by sending a confirmation email to your registered account. You must confirm deletion within 7 days.
  3. Processing: Once verified, our team will process your deletion request within 5 business days.
  4. Confirmation: You'll receive a confirmation email when deletion is complete (within 30 days).
  5. Gmail Access Revoked: Our access to your Gmail account is immediately revoked and OAuth tokens are deleted.

Alternative Methods

Self-Service Deletion (via Dashboard):

  1. Log in to your AI Classifier Dashboard
  2. Navigate to Settings → Account → Delete Account
  3. Review what will be deleted
  4. Confirm deletion by typing your email address
  5. Click "Permanently Delete My Account"

What Data Gets Deleted

Data Category Deletion Status Timeline
Email Content Never Stored N/A - Email content is processed in real-time only and never stored in our systems
Email Metadata Permanently Deleted Within 30 days (subject lines, sender info, timestamps)
Classification Results Permanently Deleted Within 30 days (categories, confidence scores, labels)
User Configuration Permanently Deleted Within 30 days (categories, rules, prompts, preferences)
Gmail OAuth Tokens Immediately Revoked Immediately upon request (access to Gmail terminated)
Telegram Configuration Permanently Deleted Within 30 days (bot tokens, chat IDs)
Webhook Configurations Permanently Deleted Within 30 days (URLs, headers, settings)
Usage Metrics Anonymized Immediately anonymized (aggregated statistics kept for service improvement)
Billing Records Retained 7 years (legal/tax compliance requirements)
Support Tickets Anonymized Personal identifiers removed, technical content anonymized

Deletion Timeline

Immediate Actions (Within 24 Hours)

  • Gmail OAuth access tokens revoked
  • Gmail watch subscriptions terminated
  • Email processing stopped
  • Dashboard access disabled
  • API access terminated

Complete Deletion (Within 30 Days)

  • All user configuration deleted from Firestore
  • All classification metadata permanently removed
  • All cached data purged
  • Backup systems updated to exclude deleted data
  • Third-party integrations terminated

Verification

After 30 days, we'll send you a final confirmation email verifying that all your data has been permanently deleted from our systems.

What Happens to Your Gmail Account

Important: Deleting your AI Classifier account does NOT delete your Gmail account or emails. Your Gmail account and all emails remain intact and unchanged.

Gmail Labels

  • Labels Created by AI Classifier: Labels created by our service (e.g., "AI-Classified/Sales", "AI-Priority/High") will remain in your Gmail account after deletion
  • You Can Remove Them: You can manually delete these labels in Gmail if desired
  • No Further Changes: We will no longer apply labels or modify your emails after deletion

Gmail Access

  • Our access to your Gmail account is immediately revoked upon deletion request
  • OAuth tokens are deleted from our systems
  • You can verify this in your Google Account Permissions

Data Retention for Legal Compliance

What We Must Retain

Certain data must be retained for legal, regulatory, or tax compliance purposes:

  • Billing Records: Invoice history, payment transactions (retained for 7 years for tax compliance)
  • Audit Logs: High-level access logs for security incident investigation (retained for 2 years)
  • Dispute Records: Documentation related to legal disputes or investigations (retained until resolution)
  • Fraud Prevention: Anonymized data related to fraud detection and prevention

Privacy Note: Retained data is anonymized to remove personal identifiers wherever legally permissible. It cannot be used to identify you or linked back to your account.

Exceptions to Deletion

When We May Deny or Delay Deletion

We may deny or delay your deletion request in the following circumstances:

  • Active Legal Disputes: If your data is subject to ongoing legal proceedings or investigations
  • Outstanding Payments: If you have unpaid invoices or pending payment disputes
  • Fraud Investigation: If your account is under investigation for fraudulent activity
  • Legal Obligation: If we're legally required to retain your data by court order or government request
  • Workspace Accounts: If you're part of a Google Workspace organization, the organization administrator may need to authorize deletion

If we deny or delay your deletion request, we will provide a clear explanation and estimated timeline for when deletion can proceed.

Consequences of Data Deletion

⚠️ Warning: Data Deletion is Permanent and Irreversible

Once your data is deleted, it cannot be recovered. Please ensure you understand the following consequences:

  • All classification history is permanently lost
  • Custom categories and rules cannot be restored
  • Historical analytics and metrics will be unavailable
  • You will need to reconfigure everything if you sign up again
  • Any integrations (Telegram, webhooks) must be reconfigured

Before You Delete

We recommend the following actions before requesting deletion:

  • Export Your Data: Download your classification configuration and any reports you want to keep
  • Cancel Integrations: Review and disable any webhook or third-party integrations
  • Inform Team Members: If you're a workspace admin, notify users in your organization
  • Review Billing: Ensure all invoices are paid and subscription is cancelled

Partial Deletion Options

Alternative to Full Deletion

If you don't want to delete everything, we offer these alternatives:

  • Account Suspension: Temporarily disable your account without deleting data (can be reactivated later)
  • Data Export: Download your data for your records before deletion
  • Selective Deletion: Delete specific types of data while retaining others (contact support for options)
  • Anonymization: Anonymize your data instead of deleting it (useful for aggregated analytics)

Contact our support team at hello@aiclassifier.tech to discuss these options.

Third-Party Data

Data Shared with Third Parties

When you request deletion, we also ensure data is removed from our third-party service providers:

  • Google Cloud Platform: All data in Firestore, Cloud Functions logs, and storage buckets
  • Google Gemini AI: No data stored (processes in real-time only)
  • Telegram API: Bot configurations and chat associations removed
  • Analytics Providers: Personal identifiers removed from analytics data

Data You Shared via Webhooks

Important: If you configured webhooks to send data to external systems (CRMs, databases, etc.), that data is outside our control. You must contact those service providers directly to request deletion of data sent via webhooks.

Verification and Proof of Deletion

How We Verify Deletion

We provide the following proof that your data has been deleted:

  • Deletion Certificate: We'll send you a confirmation email when deletion is complete
  • Audit Report: Upon request, we can provide a detailed report of deleted data categories
  • Technical Verification: You can verify Gmail access is revoked in your Google Account settings

Right to Complain

If you believe we haven't properly deleted your data, you have the right to lodge a complaint with data protection authorities:

  • European Union: Your national data protection authority under GDPR
  • South Africa: Information Regulator (POPIA)
  • California: California Attorney General's Office (CCPA)
  • Other Jurisdictions: Your local privacy regulator

Re-Registering After Deletion

Creating a New Account

You can create a new AI Classifier account at any time after deletion:

  • Previous data will NOT be restored (deletion is permanent)
  • You'll need to reconfigure all settings, categories, and rules
  • New account will be treated as a fresh registration
  • Previous billing history is retained separately for tax compliance but won't be linked to new account

Contact Information

Data Deletion Requests

Email: hello@aiclassifier.tech
Subject Line: "Data Deletion Request"
Response Time: Within 5 business days

General Support

Email: hello@aiclassifier.tech
Website: https://aiclassifier.tech
Dashboard: https://app.aiclassifier.tech

Data Protection Officer

Email: hello@aiclassifier.tech
Mailing Address:
AI Classifier Data Protection
78 Three Fountains Road
Philadelphia 7304, Cape Town, South Africa

Updates to This Policy

We may update this Data Deletion Policy from time to time to reflect changes in our practices or applicable laws. Significant changes will be communicated via:

  • Email notification to registered users
  • Notice on our website and dashboard
  • Updated "Last Updated" date at the top of this policy

This Data Deletion Policy is effective as of November 16, 2025, and governs how we handle data deletion requests for AI Classifier's email classification service.

Questions? Contact us at hello@aiclassifier.tech - we're here to help!