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Xoxoday maintains a formal Data Retention and Disposal Policy that governs secure deletion of tenant data from production systems, archives, and backups — including cryptographic destruction of backup copies upon written client request.
When a contract ends or an account is cancelled, organisations need assurance that their data does not persist in vendor infrastructure. Xoxoday addresses this through a formal Data Retention and Disposal Policy that defines exactly how and when tenant data is removed from every layer of its systems.

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The Erasure Workflow

Upon cancellation, Xoxoday flags all tenant-specific data for deletion across active production environments. This initiates a scheduled erasure cycle that systematically removes data from live storage clusters, covering structured records such as reward transaction histories, user profiles, point balances, and redemption logs generated through Xoxoday’s rewards and recognition workflows. The process is not limited to a single storage tier. Xoxoday applies the disposal procedure across production databases, application caches, and associated infrastructure to ensure no residual records remain in operational systems after the cycle completes.

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Backup Destruction

Backups follow a separate retention schedule to satisfy regulatory and audit requirements. Xoxoday retains backup data for up to seven years, consistent with common financial record-keeping and compliance standards. Organisations that require earlier destruction — for example, to fulfil a GDPR right-to-erasure obligation or an internal data minimisation policy — can formally request cryptographic destruction of their backup copies. Cryptographic destruction works by permanently invalidating the encryption keys tied to that tenant’s data, rendering the underlying backup content unreadable without any need for physical media destruction. This method is recognised under ISO 27001 and SOC 2 Type II as an acceptable and auditable form of secure disposal.

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Audit Evidence and Enterprise Integrations

Xoxoday’s disposal procedures are designed to meet the documentation standards expected during security audits and vendor offboarding reviews. Organisations that integrate Xoxoday with enterprise HRIS platforms such as Workday, SAP SuccessFactors, or Darwinbox for rewards and incentive workflows can request written confirmation of data erasure as part of their vendor decommissioning checklist. The Data Retention and Disposal Policy is reviewed on a recurring basis to stay aligned with data protection legislation across the regions Xoxoday operates in, including the EU (GDPR), India (DPDP Act), and the United States.

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How to Initiate a Request

To begin a formal data erasure request, contact your Xoxoday account team during or immediately after the offboarding process. Requests for cryptographic backup destruction must be submitted in writing. Xoxoday fulfils these requests within the timelines specified in the Data Retention and Disposal Policy, and confirmation is provided upon completion. Learn more: Xoxoday Help Centre — Data Ownership

Data Retention Policy

Understand how long Xoxoday retains different categories of tenant data across production systems and backup tiers.

GDPR and Right to Erasure

Learn how Xoxoday supports GDPR obligations, including handling data subject erasure requests within required timeframes.