DVSA  retention schedule

Retention schedule template (concise, operational): retain each record type only as long as necessary for the stated purpose and to meet legal or contractual obligations; document the legal basis and review date for each entry.

 

Training datasets (raw labeled images used to train models):

purpose—model development and improvement;

retention—retain for up to 3 years unless a shorter business justification applies; controls—hashed identifiers, access limited to ML engineers, versioned snapshots, and deletion workflow that removes source files and associated embeddings.

 

Raw flight video and full-resolution frames:

purpose—safety investigations and mission replay;

retention—retain for 90 days by default; extend to 1–7 years only when required by contract, insurance, or sector rules;

controls—tiered storage, encrypted at rest, and legal‑hold flagging.

 

Promoted catalog records (indexed frames, object metadata, embeddings):

purpose—analytics, search, and copilot responses;

retention—retain 1–5 years depending on reuse value and regulatory needs;

controls—immutable audit log of promotions, ability to redact or unlink personal identifiers, and periodic re‑evaluation.

 

System logs and audit trails (access logs, model versioning, tamper‑evident traces): purpose—security, compliance, and incident response;

retention—retain 1–7 years per enterprise risk policy;

controls—WORM storage, cryptographic integrity checks, and exportable audit packages.

 

Deletion and propagation: when erasure is requested, remove primary records and propagate deletions to indexes, vector stores, backups, and third‑party processors within a documented SLA; provide deletion confirmation and a verifiable deletion receipt.

 

Notes: Retention enforcement is automated, a searchable data inventory is maintained, retention clauses are included in vendor contracts, and all retention and deletion actions are logged for auditability.

 

User‑facing privacy notice (U.S. tailored, plain language):

we collect video, telemetry (GPS, timestamps), derived object metadata, and analytics outputs to provide drone sensing, mapping, and analytics services;

we may use selected data to improve models unless you opt out;

we retain raw flight video for 90 days by default and promoted catalog records for up to 3 years unless law or contract requires otherwise;

you may request access, correction, or deletion of personal data via [support channel], and deletion requests will be executed and propagated within our documented SLA;

we will honor lawful requests and preserve records under legal hold when required by law or litigation.

For enterprise customers we offer contractual controls (DPA, SOC 2, encryption, and no‑training options) and will comply with sectoral retention rules (e.g., financial, healthcare) that may require longer retention.

 

Disclosure: Prompts, responses, and logs can be subject to legal preservation in investigations; AI logs are treated as enterprise records and legal‑hold processes are applied when needed.