Trust Centre › 11. Your data's lifecycle
Your data's lifecycle
In short
A Company Admin can download all the company's records at any time as one ZIP file. Each kind of record is in it twice, as a CSV spreadsheet and as JSON, with a list of every file and its SHA-256 check value.
While you use DIANO
- A Company Admin can download all the company's records at any time as one ZIP file. Each kind of record is in it twice, as a CSV spreadsheet and as JSON, with a list of every file and its SHA-256 check value.
- A Company Admin or Auditor can download the audit trail for a chosen period, as a spreadsheet file (CSV) or as JSON.
When you cancel
- The current Cancellation Policy says: after the paid period ends, your records stay available to read and export for 90 days, then they are deleted unless the law requires longer. This wording is under review.
- Deletion is done by hand today. There is no automatic deletion job yet.
Before you cancel, download an export and the audit trail, and check that they open.
When backups run out
- After your records are deleted, the copies in backups expire on their own by date: point-in-time copies after 7 days, daily backups after 14 days, weekly backups after 8 weeks, the copy in Belgium after about 31 days, and the nightly and company backups after 90 days. Google then keeps deleted backup files for 7 more days.
- Three things are kept longer. The audit trail archive is kept for 7 years and holds the values before and after each change. Old versions of uploaded files are kept until they are deleted by hand. One manual copy of the database, made on 1 October 2026 before an upgrade, has no expiry date yet.
Proof of deletion
- On request, DIANO confirms in writing what was deleted and when, and what is still kept and until when.
Roadmap: planned, not true yet
- Planned — target January 2027: Deletion after the export window happens on its own, with an e-mail to you first.
- Planned — target November 2026: The manual copy of 1 October 2026 is deleted.
- Planned — target October 2026: A file you upload for a move is deleted on its own 30 days after the import is done.
Targets can move. When an item is done, it moves up into the page with its proof. The whole roadmap.
For your IT team / auditor
Each statement on this page, how it was checked and when. Every check was read-only. The full evidence (commands and their output) is available to auditors on request.
| Statement | How it was checked | Checked |
|---|---|---|
| A Company Admin can download all the company's records at any time as one ZIP file. Each kind of record is in it twice, as a CSV spreadsheet and as JSON, with a list of every file and its SHA-256 check value. | DIANO's live server code (csv + json per type, manifest.json with record counts and SHA-256); DIANO's live server code (Company Admin); Google Cloud server functions (read-only check, 2026-10-20) (exportCompanyData on production). | 2026-10-19 |
| A Company Admin or Auditor can download the audit trail for a chosen period, as a spreadsheet file (CSV) or as JSON. | DIANO's live server code (exportAuditLog: "Only a Company Admin or Auditor"); DIANO's live server code (format csv or json, from/to dates). | 2026-10-19 |
| The current Cancellation Policy says: after the paid period ends, your records stay available to read and export for 90 days, then they are deleted unless the law requires longer. This wording is under review. | DIANO's published pages (clause 3, marked "Wording under revision"). | 2026-10-19 |
| Deletion is done by hand today. There is no automatic deletion job yet. | Google Cloud server functions (read-only check, 2026-10-20) (no deletion/purge function on production; export/backup/restore/audit list only). | 2026-10-19 |
| After your records are deleted, the copies in backups expire on their own by date: point-in-time copies after 7 days, daily backups after 14 days, weekly backups after 8 weeks, the copy in Belgium after about 31 days, and the nightly and company backups after 90 days. Google then keeps deleted backup files for 7 more days. | Google Cloud database settings (read-only check, 2026-10-20); Google Cloud backup schedules (read-only check, 2026-10-20); Google Cloud storage settings (read-only check, 2026-10-20) (lifecycle ages 31 and 90; soft delete 7 days). | 2026-10-19 |
| Three things are kept longer. The audit trail archive is kept for 7 years and holds the values before and after each change. Old versions of uploaded files are kept until they are deleted by hand. One manual copy of the database, made on 1 October 2026 before an upgrade, has no expiry date yet. | Google Cloud storage settings (read-only check, 2026-10-20) (audit-logs 2556 days LOCKED; firebasestorage.app versioning, no lifecycle; firestore-export-za: no lifecycle, one folder phase2-pre-promotion-20261001T152726). | 2026-10-19 |
| On request, DIANO confirms in writing what was deleted and when, and what is still kept and until when. | DIANO's deletion confirmation template (this build); Jonathan to confirm the commitment (this build's report, decisions). | 2026-10-19 |