Retention, export and deletion
Version 2026-10-18 · In effect from October 18, 2026
Published versions: 2026-10-18
01 Purpose and principles
This Policy sets out how long Flouvia keeps the data it processes in CORD, how the Customer can export it and how it is deleted. “Flouvia”, “Customer”, “CORD” and other defined terms have the meaning given to them in the CORD Terms and Conditions (the “Terms”).
Flouvia keeps each piece of data only while it serves the purpose for which it was obtained or while the law requires it, and deletes or anonymizes it when that period ends. For the data it processes on the Customer’s behalf, Flouvia also follows the Data Processing Agreement. Periods are enforced by daily cleanup tasks: expired data is deleted by the following day at the latest. If a task fails, Flouvia fixes it and completes the deletion.
02 Retention periods
| Data | Period |
|---|---|
| Account, organization and operational data: customers, catalog, quotes, invoices, payments, messages, sales tax calculations and documents received from suppliers | While the organization exists. When its deletion is requested, a 30-day grace period; then they are deleted. |
| Tax documents and what each authority returns | Same as above. Verifactu records prevent deleting the organization while they exist. |
| Tax credentials | Until the Customer replaces or deletes them, or the organization is deleted. A Chilean folio file with used folios cannot be removed. |
| Collection opt-outs and installment plan acceptances | While the organization exists. |
| Automatic-payment authorizations | While active and for 540 days after they end, the chargeback period. |
| Copies of the direct debit notices sent to the payer (mandate confirmation and notice of each charge) | 540 days from sending. |
| Record of each one-click bank debit payment (Canadian pre-authorized debit or U.S. ACH debit): text, date, IP address and browser | 540 days from the payment. |
| Technical identity verification record | Five years from creation, even if the organization is deleted earlier. |
| Payment onboarding authorizations and representations | While the organization exists. |
| Authorization to sign the Facturae with the Customer’s certificate, and its revocation | While the organization exists. |
| Evidence of acceptance of the Terms and acknowledgment of the Privacy Notice | During the relationship and for ten years after it ends, the ordinary commercial limitation period in Mexico. |
| Record of an organization’s deletion | Ten years from the deletion, with minimal data: who requested it, when and its outcome. |
| Coupon use | While the document in which it was used exists; when the document or the customer is deleted, it is anonymized. |
| Cord Workflows runs and the result of each step | One year after they finish. |
| Internal events that trigger workflows and webhooks | 90 days; the one that started a Cord Workflows run, while that run exists. |
| API and MCP server request log | 30 days. |
| API idempotency keys | 24 hours. |
| Webhook deliveries | 30 days or the 500 most recent per destination; failed events, 90 days. |
| HubSpot sync queue | 14 days after each send finishes. |
| Sign-in sessions | 30 days from the last activity, up to a maximum of 180 days. |
| Sign-in, second-factor and legal acceptance challenges | Between 60 seconds and 15 minutes, or until used; links to verify an email or confirm a subscription, 24 hours. |
| Identity capture sessions | Until they expire, or one hour after they close. |
| Integration connection requests | 10 minutes. |
| Cookie preference | Six months; language and organization preferences, one year. |
| Usage limit counters | One day at most. |
| Content sent to the public quote builder | Not kept. |
| Newsletter | Until the person unsubscribes; after that only a hash of the email address and the unsubscribe date are kept, so they are not written to again. An unconfirmed subscription, 30 days. |
| Community event registrations (name, email, company and attendance) | 90 days after the event. |
| Requests to lead a community, in the Cord team’s email inbox | Those not accepted, 90 days after they are received. |
03 Tax documents
Each country’s tax law requires the Customer, as issuer, to keep its invoices, XML and acknowledgments. As a reference, subject to the Customer confirming it with its adviser:
| Country | Reference period |
|---|---|
| Mexico | At least five years, counted from the date the annual return to which they relate was filed or was due, not from the date the document was issued (Federal Tax Code, article 30). |
| Spain | At least four years for tax purposes and six for commercial purposes. If the Customer offsets tax losses in later years, it must keep the documentation supporting them for longer. |
| Argentina | At least ten years (Civil and Commercial Code, article 328). |
| Brazil | At least five years. |
| Peru | At least five years. |
| Colombia | At least five years. |
| Chile | At least six years. |
| France | At least six years for tax purposes and ten for commercial purposes. |
| United States | Depends on each state. |
In several countries, the actual period is the longer of those years and the limitation period for the authority’s powers, which may be extended; in Peru and Chile, for example, it depends on whether the return was filed. The obligation to keep the records is the Customer’s, and the Customer must confirm the period that applies to it with its adviser.
Flouvia keeps tax documents while the organization exists, and the Customer can download all of them, with their XML and acknowledgments, in a single file from Settings. When the Customer requests deletion of the organization, it has a 30-day grace period to download them. They are then deleted, except Verifactu records, which prevent deleting the organization.
Flouvia does not keep the Customer’s tax documents after deleting its organization: it processes them as processor, and keeping them without the Customer’s instruction would mean processing data without a legal basis. What the authority, the PAC or the approved platform keeps is governed by their own rules.
04 Export
The Customer can export from Settings at any time:
- all of its organization’s data in a single file, with a manifest stating what it contains and what was excluded and why (for example, credentials and secrets);
- products and customers in CSV;
- its tax documents with their XML and acknowledgments, by year.
If part of an export fails, the download ends in an error: Flouvia never delivers an incomplete file as if it were complete.
05 Deleting an organization or an account
Only the owner can delete an organization, after re-authenticating and typing its name. The deletion is scheduled with a 30-day grace period. During that period:
- the Customer can export its data and cancel the deletion;
- the subscription is no longer charged;
- Flouvia emails the owner when it is scheduled and a few days before it is carried out.
The organization and its operational data are then deleted, and Flouvia keeps the record of the deletion in section 2. The payment account the Customer holds with Stripe is not closed this way: its closure is handled with Stripe.
A person can delete their personal account. If they are the sole owner of organizations with no other members, those organizations are deleted with it, with the same grace period. Other references to that person in organizations that continue to exist are pseudonymized. Legal acceptance evidence is kept under section 2.
06 Providers, backups and data delivered to third parties
Database backups are overwritten when the provider’s recovery window ends, so deleted data may remain in them until then. Meanwhile, it is not used except to restore the service.
Providers with their own duties, such as the payment processor or tax authorities, keep their records under their own rules. Where the law requires it, Flouvia asks its sub-processors to delete the data they keep on CORD’s behalf.
Data the Customer has already sent to an integration it connected (its accounting software, its store, its CRM or its spreadsheet) remains under its control and that third party’s, and is not deleted when the organization is deleted in CORD.
07 Exceptional retention
Flouvia may keep data beyond its period only when a law, an order of an authority, a pending claim or litigation, or the investigation of fraud or a security incident requires it. In that case it keeps only what is necessary, protects it, documents the reason and deletes it when that reason ends.
08 Rights and contact
People can exercise their rights over their data under the Privacy Notice. If the data belongs to a Customer’s customers or suppliers, that Customer is the controller and their first point of contact, and Flouvia assists it under the Data Processing Agreement. Requests that cannot be resolved in Settings can be sent to legal@flouvia.com.
This Policy is read together with the Terms, the Privacy Notice and the Data Processing Agreement. Its amendments follow section 17 of the Terms.