Gangmates Data Retention & Archiving — Customer Guide

This page explains how long Gangmates keeps different types of data, how archiving works, and how you can download or delete your data. We’ve kept it plain-English and practical.

Why we retain data

We keep data long enough to run your account smoothly, help you meet compliance needs (like tax and payroll), resolve disputes, and investigate security issues—then we delete it.

What gets archived (and for how long)

Data category	“Active” period (fast access)	Archived period	Total keep time	Notes
App/Session Activity Logs (sign-ins, page views, CRUD actions)	90 days	Up to 3 years	~3 years	Supports audits, security reviews, and usage insights.
Payroll & Accounting Evidence (payruns, payslips, invoices, journal lines)	Your normal workspace	Up to 6 years	~6 years	Aligns to common tax record expectations.
KYC/AML Evidence (only if applicable to your plan/flows)	Your normal workspace	Up to 5 years	~5 years	For customers operating regulated payment/KYC flows.
Other operational data (quotes, basic records)	Your normal workspace	Follows your contract or the default 3 years	Varies	Ask us if you need a custom schedule.

Active vs. Archived:

• “Active” data is what you see day-to-day in Gangmates.

• When it ages out, we move it to a secure archive tier. You can still export it, but it won’t appear in everyday screens unless a feature explicitly surfaces archived results.

How archiving works (high level)

• We automatically move older records from the active area into a read-optimized archive.

• Archived data is logically separated and protected by the same access controls.

• When the archive period ends, records are permanently deleted (unless a legal hold or regulatory duty requires us to keep them longer).

Your controls

Export your data (CSV)

You can export both active and archived records to CSV.

• Activity Logs: go to Security → Activity Logs and use Export CSV or Export Archived CSV.

• For other datasets (payslips, invoices, etc.), use the export button on the relevant page or contact support if you need a bulk/historical pull.

Tip: Use filters (date range, user, resource) to narrow exports. Large exports stream in chunks to avoid timeouts.

Request deletion or shorter retention

If you need a different retention schedule for a specific data category:

• Tell us what you need (e.g., “keep payroll for 7 years; logs for 2 years”).

• We’ll confirm feasibility, any compliance impacts, and line up a change window.

Legal holds (when you need to pause deletion)

If your organization is handling a dispute, audit, or investigation, ask us to place a legal hold on the affected data categories. A hold pauses deletion until you lift it.

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Security & privacy

• Archived data inherits your tenant’s role-based access controls.

• Data is encrypted at rest and in transit.

• We maintain audit logs (which themselves follow the retention above) to prove who accessed or exported what.

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What appears in the app vs. the archive

• Recent activity (last 90 days) appears directly in dashboards and lists for a fast experience.

• Older activity is still yours—simply export it from the archive.

• Some pages may show summary cards that include trends across both active and archived windows.

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FAQs

Can we customize these periods? Yes. Many customers keep payroll/accounting for 6–7 years and shorten routine logs. Tell us the category and desired timeframe.

Will performance change as we retain more data? No—older data moves to the archive tier so your day-to-day screens stay fast.

What if our regulator requires longer retention? We can increase specific categories (e.g., AML evidence or payroll) to meet your obligations.

How do we prove data was deleted? We can provide a deletion confirmation report summarizing categories, counts, and timestamps for completed purges.

Can we get a one-time historical dump? Yes. We can prepare a bulk export covering a specific time range or the entire archive.

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Talk to us

Need a custom retention map, a legal hold, or a bulk export?

• Support: [email protected]

• Security contact: [email protected]

We’re happy to align the retention schedule to your policy and regulatory needs while keeping your team’s day-to-day experience fast and simple.