Data Retention Policies
Quick Summary
ResponseIQ offers configurable data retention policies that let you control how long your review data and AI-generated responses are kept. You can choose to retain data indefinitely or set an automatic expiration of 1, 2, or 5 years. When the retention period expires, data is permanently deleted.
Configuring Your Retention Policy
You can set your preferred data retention period from the Settings page. The retention policy determines how long your reviews and AI-generated responses are stored after they are synced or created.
- Navigate to Settings from the sidebar menu.
- Click on the Privacy tab.
- Locate the "Data Retention" section.
- Select your preferred retention period from the dropdown: Forever, 1 Year, 2 Years, or 5 Years.
- Click "Save Changes" to apply the new policy.
Note
The default retention policy for all new accounts is set to Forever, meaning your data is kept indefinitely until you manually delete it or change the policy.
Available Retention Periods
ResponseIQ offers four retention period options. Choose the one that best aligns with your business requirements and any regulatory obligations you may have.
| Period | Description | Best For |
|---|---|---|
| Forever | Data is retained indefinitely until you delete your account or change the policy. | Businesses that want to maintain a complete historical record of all reviews and responses. |
| 1 Year | Data older than 12 months is automatically deleted on a rolling basis. | Businesses in industries with strict data minimization requirements or limited storage needs. |
| 2 Years | Data older than 24 months is automatically deleted on a rolling basis. | A balanced option for businesses that want some historical data without indefinite storage. |
| 5 Years | Data older than 60 months is automatically deleted on a rolling basis. | Businesses that need longer historical records for trend analysis or compliance purposes. |
What Gets Deleted When Retention Expires
When a review's age exceeds your configured retention period, the following data associated with that review is permanently deleted:
- The synced review text, star rating, and reviewer display name.
- All AI-generated response drafts for that review.
- The final published response text (though the response remains live on Google independently).
- Any edit history associated with responses for that review.
- Activity log entries related to that specific review.
The following data is not affected by the retention policy and is retained for the lifetime of your account:
- Your account profile and login credentials.
- Connected location configurations and settings.
- AI configuration preferences (tone, length, language, custom instructions).
- Team member information and role assignments.
- Aggregate usage statistics and billing records.
How Automatic Deletion Works
Data retention enforcement runs automatically once per day during off-peak hours. The system identifies all reviews whose sync date exceeds the configured retention period and permanently removes them along with their associated responses and metadata.
Important
Changing your retention policy to a shorter period will cause older data to be deleted during the next daily enforcement run. For example, if you switch from Forever to 1 Year, all reviews older than 12 months will be permanently deleted within 24 hours. This action cannot be undone.
Pro Tip
Before changing to a shorter retention period, consider exporting your data first. This ensures you have a copy of all historical reviews and responses even after they are removed from the platform.
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