How Data Retention Affects Your Account and Records (Data Retention Policy)

BulkMail automatically applies a data retention policy to ensure that accounts, user records, and related data are managed securely and in line with compliance requirements such as POPIA.

This policy is designed to reduce unnecessary data storage, safeguard personal information, and maintain the performance and reliability of the platform.

Active Accounts and Users

If your account is actively used, or your user records are regularly engaged, the data retention rules do not limit your access or data. Active usage includes:

• Logging into your account,
• Sending campaigns,
• Importing or updating lists,
• Interacting with workflows or targeting features.

These activities keep your account and records in an active status, meaning retention rules will not remove them.

Dormant Accounts

BulkMail monitors account activity and applies time-based rules when an account is not used:

• Accounts are flagged as dormant after 5 months of inactivity.
• Accounts are suspended after 12 months of inactivity.
• Suspended accounts are not deleted, but access remains restricted until reactivated.

Dormant User Records

If individual user records (for example, contacts on your mailing list) show no engagement:

• List subscriptions are automatically removed after 24 months of inactivity.
• Suppression rules still apply if a user opts out or is automatically added to suppression during list cleansing.

Retention of Historical Data

To ensure efficiency and compliance, BulkMail applies limits to how long certain data types are stored:

• Campaign metrics (such as opens and clicks) are deleted 18 months after the send date.
• Workflow user journeys are deleted 18 months after the workflow ends.
• Audit trail entries are deleted after 18 months.
• Block list email addresses are converted to anonymous hashes after 9 months.
• Server logs and developer zone data are automatically purged on a rolling 30-day basis.

Why this Matters

This process ensures that:

• Your account operates efficiently without storing outdated or unused data.
• Personal information is handled in line with South African privacy laws, including POPIA.
• Deliverability improves, as BulkMail prioritises engaged and active users over dormant ones.

Remember: if your account and lists are actively used, your data will not be affected by these retention limits. Dormant records and old data are only removed or anonymised after the specified timeframes.