RKIVE AI

RKIVE AI

🗑️ Data Deletion Policy

RkiveAI España S.L.
Effective Date: July 17, 2025

🎯 1. Purpose & Scope

This Data Deletion Policy explains how RkiveAI España S.L. (“RkiveAI,” “we,” “us,” or “our”) handles requests to delete personal data, uploaded media, AI-generated outputs, and other service-related information. It applies to all individuals whose data we process (“you” or “Users”), whether you are a registered account-holder or a data subject covered by EU/Spanish data protection law.

📌 Covered Data:

🚫 Excluded from Deletion:

✅ 2. Your Rights Under GDPR (and Spanish Law)

Under the GDPR (Articles 17–19) and Spanish Data Protection Law (LOPDGDD), you have the right to request deletion (the “right to be forgotten”) of your personal data when:

  1. The data is no longer necessary for the purpose it was collected.
  2. You have withdrawn consent (and no other legal basis applies).
  3. You objected to processing (and no overriding legitimate grounds exist).
  4. The data was processed unlawfully.
  5. Deletion is required to comply with a legal obligation (except where another law permits continued retention).

You also have the right to request that any third parties we shared your data with be informed of the deletion and to cease processing it.

📬 3. How to Submit a Deletion Request

  1. Contact Method:
    • 📧 Email: legal@rkiveai.com (Subject: "Data Deletion Request")
    • 📮 Postal:

      RkiveAI España S.L.
      Attn: Data Protection Officer
      Paseo de la Castellana 91, Planta 4, Puerta 1. Madrid, Spain. 28046.

  2. Required Information:
    To verify your identity and locate the correct records, please include:
    • Your full name
    • The email address associated with your RkiveAI account (or other identifying details if you never registered)
    • A clear statement of what you want deleted (e.g., “Please delete all my personal account data and uploaded files”)
    • (Optional) Any specific datasets, project names, or date ranges you believe may help us identify your data faster
  3. Identity Verification:
    • We will send a confirmation email to the address on record (or ask for a government-issued ID scan) before proceeding.
    • If you request deletion for a non-account user or via postal mail, we may ask for additional documentation (e.g., a copy of an ID card) to confirm you are the data subject.
  4. Acknowledgment:
    • We will reply within 5 business days to acknowledge receipt of your request and provide an approximate timeline for completion.

⏳ 4. Processing Timeline & Exceptions

  1. 🕒 Standard Processing Time:
    • We aim to complete deletion requests within 30 calendar days of verifying your identity.
    • In cases of complexity (e.g., extensive data spread across multiple systems), we may extend this to 90 calendar days, but we will inform you of any delays within 30 days of your request.
  2. 🚨 Legal & Operational Exceptions (where full deletion may be delayed or partially withheld):
    • 📑 Billing & Tax Records: We must retain payment, invoicing, and tax documents for up to 10 years to comply with Spanish/EU financial regulations. Those records will be flagged but not deleted. If you request deletion of billing data, we will anonymize or pseudonymize personal identifiers while retaining transaction amounts and dates.
    • 🛡️ Fraud Prevention & Security Logs: To protect our platform and users from abuse, certain security logs (e.g., forensics from suspicious activity) must be retained for at least 5 years. Although personal identifiers may be removed, we keep relevant event timestamps.
    • ⚖️ Legal Holds & Disputes: If you or any third party initiates a legal claim or investigation, or if we determine there is a legitimate threat (e.g., ongoing litigation, regulatory audit), we may delay deletion until the matter is resolved. In that case, we will inform you in writing.
    • 💾 Backups & Archives: We maintain encrypted backups for disaster recovery. When deleting live data, we will ensure it is removed from all active systems. However, copies may persist in off-line backups for up to 6 months (at which point those backups are overwritten). We commit to deleting your data from backups at the earliest secure wipe cycle.
  3. ✅ Confirmation of Completion:
    • Once the deletion is complete, we will notify you by email (or postal mail if requested). This communication will specify which data was deleted, which (if any) is retained for legal reasons, and for how long it will remain.

🗑️ 5. What Happens When Data Is Deleted

  1. Account Deletion:
    • If you request complete account deletion, we will:
      • 🗝️ Disable your login and revoke all authentication tokens.
      • 👤 Erase your profile information (name, email, settings).
      • 🧹 Delete all files and AI outputs you uploaded (unless they fall under mandatory retention—see § 4).
      • 🗄️ Remove your data from active databases.
      • 🕵️ Pseudonymize or anonymize any records we must keep for compliance.
    • After account deletion, you will no longer be able to access RkiveAI. If you wish to use our Services again, you must register a new account.
  2. Uploaded Media & AI-Generated Content:
    • 💾 We will permanently remove your files from object storage (e.g., AWS S3 buckets), unless they are subject to a legal hold.
    • 🤖 Any AI-generated outputs that rely solely on your data will also be deleted.
    • 🤝 If your files are shared with collaborators via Teams or Projects, those collaborators will lose access once deletion is finalized.
  3. Analytics, Logs & Metadata:
    • 🗃️ Personal identifiers (e.g., user ID, IP address) will be purged or pseudonymized.
    • 📊 Aggregate analytics (e.g., “X users used Feature Y on Date Z”) will remain, since they no longer identify you.
    • 📋 Session logs tied directly to your account will be deleted from active logging systems; forensic logs may persist under § 4 exceptions, but without your name or email.
  4. Emails & Communications:
    • ✉️ Support tickets and chat transcripts will be deleted except where they must be retained to resolve disputes or comply with legal obligations. In such cases, we will redact personal identifiers.

🔗 6. Third-Party Data Erasure Requests

If we have shared your personal data with subprocessors or partners (e.g., payment processor, analytics provider, or marketing tools), we will:

  1. 📣 Notify the third-party recipient of your deletion request and instruct them to delete your data from their systems (to the extent that they are subject to GDPR).
  2. ⚠️ In some cases, a third party may have separate policies or retention requirements—if they cannot fully delete your data, we will inform you which data remains and under what legal basis.
  3. 🌐 We cannot guarantee deletion of data that a third party has legitimately published elsewhere (e.g., publicly shared AI outputs on collaborative boards). In those instances, we will advise you on how to contact that third party directly.

📢 7. Appeals & Escalation

If you believe we have not complied with your request:

  1. 📧 Internal Review: Reply to our confirmation email or send a new message to legal@rkiveai.com with “Appeal: Data Deletion” in the subject line, explaining why you think your data remains. We will investigate and respond within 15 business days.
  2. 🏛️ Supervisory Authority:

    AEPD
    C/Jorge Juan, 6, 28001 Madrid, Spain
    🌐 https://www.aepd.es

📌 8. Additional Considerations

  1. 🔄 Re-Registration After Deletion:
    If you delete your account and later register again using the same email address, we will not be able to restore your old data. You will start with a clean slate.
  2. 📦 Data Portability Before Deletion:
    If you want a copy of your data before requesting deletion, please request a data-export (see Section 5 of our Privacy Policy) before sending a deletion request. Once deleted, your data cannot be recovered.
  3. ⚠️ Service Impact:
    Certain features that rely on your historical data—such as project histories, custom AI-training, or saved templates—will no longer function once that data is deleted. Deletion is permanent.

🔄 9. Changes to This Policy

We may update this Data Deletion Policy from time to time. When we do:

Your continued use of our Services after the Effective Date means you accept the new Data Deletion Policy. If you do not agree, you must request deletion of your data before the changes take effect.

By using RkiveAI and submitting any data deletion or erasure request, you acknowledge that you have read and understood this Data Deletion Policy and agree to its terms.