AgFieldScout
Scope
This policy applies to personal information and related operational records processed by AgFieldScout web and mobile services, including account data, telemetry, report-sharing records, and consumer-request records.
- Retention is limited to what is reasonably necessary and proportionate for the stated processing purpose.
- When retention expires, data is either deleted or redacted based on operational and legal requirements.
- If a legal hold or statutory exception applies, deletion is deferred until the hold is released or the exception no longer applies.
Applicable Privacy Frameworks
- California Civil Code §1798.100: retention must be reasonably necessary and proportionate; disclose retention periods or criteria.
- California Civil Code §1798.105: deletion rights, service-provider deletion duties, and deletion exceptions (including legal obligations).
- California Civil Code §1798.130: response timelines (45 days + one 45-day extension) and verification-data minimization.
- 16 CFR §312.10 (COPPA): child data must be retained only as long as reasonably necessary, with a written retention/deletion policy.
- 45 CFR §164.530(j)(2) (HIPAA administrative documentation): required documentation retained six years when HIPAA applies.
- IRS employment tax recordkeeping guidance: employment tax records retained at least four years.
- EU GDPR (Regulation (EU) 2016/679): storage limitation (Art. 5(1)(e)) and erasure rights/exceptions (Art. 17) where applicable.
Retention Schedule
| Category | Data Scope | Retention | Action | Trigger | Enforcement | Legal Basis |
|---|---|---|---|---|---|---|
|
Interaction telemetry (click analytics) Tracked UI click events and element metadata used for product diagnostics and UX analysis. |
User interaction telemetry events | 180 days | delete | Collection timestamp | Automated Daily | CIV §1798.100(c), CIV §1798.130(a)(7), 16 CFR §312.10, GDPR Art. 5(1)(e) |
|
Page-view telemetry Page routes and view timing collected for usage and performance analysis. |
Page view and route telemetry events | 180 days | delete | Collection timestamp | Automated Daily | CIV §1798.100(c), CIV §1798.130(a)(7), 16 CFR §312.10, GDPR Art. 5(1)(e) |
|
Authentication and login audit logs Login events, IP/location data, and browser metadata used for account security and abuse response. |
Authentication and sign-in security logs | 365 days | delete | Login timestamp | Automated Daily | CIV §1798.100(c), CIV §1798.105(d)(2), GDPR Art. 5(1)(e) |
|
Short-link redirect records Short URL lookup records that map generated short codes to full URLs. |
Short-link redirect mapping records | 365 days | delete | Creation timestamp | Automated Daily | CIV §1798.100(c), GDPR Art. 5(1)(e) |
|
Delivered reminder events Report reminder/event rows that were already delivered and are no longer operationally required. |
Scheduled reminder delivery events | 365 days | delete | Scheduled event date | Automated Daily | CIV §1798.100(c), GDPR Art. 5(1)(e) |
|
Report email history logs Email subject/body/recipient history associated with report-sharing actions. |
Report sharing and email delivery history | 730 days | delete | Sent timestamp | Automated Daily | CIV §1798.100(c), CIV §1798.130(a)(7), GDPR Art. 5(1)(e) |
|
Account deletion request forms Deletion-request queue records and anti-abuse metadata for request processing auditability. |
Consumer deletion request submissions | 730 days | redact | Request timestamp | Automated Daily | CIV §1798.105(c)(2), CIV §1798.130(a)(7), GDPR Art. 17(3)(b) |
|
Persistent remember-me authentication tokens Stored remember-me credentials for returning sessions. |
Persistent session and remember-me credentials | Event-based | expire_tokens | Token expiry timestamp | Automated Daily | CIV §1798.100(c), CIV §1798.105(d)(2), GDPR Art. 5(1)(e) |
|
Server-side PHP session files Session-state files stored under the application sessions directory. |
Server-side active session files | 30 days | delete_files | File modification timestamp | Automated Daily | CIV §1798.100(c), GDPR Art. 5(1)(e) |
|
Core account, subscription, and scouting/report records Primary operational records retained until a verified user deletion request is fulfilled; legal and compliance exceptions may require restricted retention for specific records. |
Core account, subscription, and field report history | Indefinite (until verified user deletion request, subject to legal exceptions) | manual_governance | Verified user deletion request + legal hold checks | Manual + Legal Review | CIV §1798.105(d), CIV §1798.130, IRS employment tax recordkeeping guidance (4-year minimum), GDPR Art. 17(3)(b)-(e) |
Deletion Request Handling
- Consumers can submit requests through Account Deletion, Support, or Contact channels.
- Requests are verified to protect account security and prevent fraudulent deletion.
- AgFieldScout responds within 45 days and may extend once by 45 additional days when reasonably necessary, with notice during the initial window.
- Where deletion exceptions apply (for example, security, legal obligations, or legal claims), data is restricted and retained only to the extent necessary for the exception.
Deletion-request verification data is limited to verification use only and is not retained longer than necessary for that purpose.
Enforcement and Audit Controls
- An automated retention job runs daily and applies each automated schedule rule to eligible records.
- Each retention run writes an audit log with rule-level counts, actions, and execution mode (dry-run or apply).
- Legal holds can suspend specific retention rules or all rules until expiration or manual release.
- Core report and account history subject to contractual, tax, or legal-defense retention requirements follows manual governance with verified deletion workflows.
Contact
Privacy, access, correction, deletion, and retention inquiries can be submitted through the support page or by email at nick@agfieldscout.com.