Rubic Management LLC – Data Retention & Deletion Policy
Last Updated: January 1st 2024
Governing Law: State of Wyoming
This Data Retention & Deletion Policy (“Policy”) describes how Rubic Management LLC (“Rubic,” “we,” “us,” or “our”) retains, manages, and deletes customer data in connection with its software, automation, messaging, AI tools, and related services (the “Services”).
This Policy applies to all customers, users, partners, and account holders (“User,” “Client,” or “you”).
1. Scope & Purpose
Rubic is committed to protecting customer data while maintaining the operational, security, legal, and compliance requirements necessary to operate a modern SaaS platform.
This Policy explains:
What data is retained
How long data is retained
When data is deleted
Exceptions for backups, logs, and legal obligations
This Policy operates in conjunction with Rubic’s:
Privacy Policy
Security & Risk Focus documentation
Acceptable Use Policy
Compliance & User Responsibility Policy
Service Suspension & Termination Policy
2. Data Ownership & Control
2.1 Customer Data
Customers retain ownership of their business data, including:
Contacts
Messages
Campaign content
Custom fields and records
Uploaded materials
2.2 Rubic-Controlled Data
Rubic retains ownership and control over:
System logs
Access logs
Security logs
Platform telemetry
Audit records
Metadata generated by platform use
Ownership of customer data does not override Rubic’s retention obligations for these materials.
3. Data Retention During Active Accounts
While an account remains active:
Customer data is retained to provide the Services
Data is protected using administrative, technical, and physical safeguards
Access is governed by role-based permissions and authentication controls
Retention during this period is necessary for service delivery, security monitoring, and compliance.
4. Account Cancellation, Suspension, or Termination
When an account is canceled, suspended, or terminated:
Customer access to data may be restricted or revoked immediately
Customer data will be deleted within a reasonable period, subject to:
Backup retention cycles
Security and fraud investigations Legal, regulatory, or contractual obligations
Dispute or chargeback resolution
Termination or cancellation does not guarantee immediate deletion.
5. Backup & Disaster Recovery Data
Rubic maintains backup and recovery systems to protect platform integrity and availability.
Backup Characteristics:
Backups may persist temporarily after account deletion
Backup data is stored securely and is not directly accessible to customers
Backup retention does not extend account access or service rights
Backup data is overwritten or purged according to internal retention schedules
Backup retention is necessary for disaster recovery, security, and continuity purposes.
6. Logs, Metadata & Audit Records
Rubic may retain logs and metadata, including:
Authentication and access logs
Messaging and delivery metadata
Billing and transaction records
Security and anomaly detection logs
These records may be retained after account termination for:
Legal compliance
Security investigations
Regulatory inquiries
Dispute or chargeback resolution
Platform integrity and abuse prevention
7. Suspended or Terminated Accounts
For accounts that are suspended or terminated due to:
Policy violations
Compliance risks
Payment disputes
Fraud or abuse
Rubic may retain customer data longer than standard retention periods to:
Support investigations
Preserve evidence
Protect Rubic’s legal interests
Data deletion may be delayed at Rubic’s discretion.
8. Legal Holds & Regulatory Obligations
Rubic may retain data beyond normal retention periods if required to:
Comply with applicable laws
Respond to subpoenas, court orders, or government requests
Cooperate with regulators or carriers
Protect against legal claims or liability
Such retention is limited to what is legally necessary.
9. Data Subject Rights (GDPR & CCPA)
Where applicable, Rubic supports data subject rights under:
GDPR, including access, correction, deletion, and portability
CCPA, including access and deletion rights
These rights are subject to:
Identity verification
Legal retention obligations
Security, fraud, and compliance requirements
Use of the Services alone does not guarantee regulatory compliance.
10. No Guarantee of Immediate or Complete Erasure
Due to:
Backup systems
Log retention
Legal and security obligations
Rubic does not guarantee immediate or absolute erasure of all data upon deletion or cancellation requests.
Data is deleted in accordance with this Policy and applicable law.
11. Policy Updates
Rubic may update this Policy from time to time. Continued use of the Services constitutes acceptance of the updated Policy.
12. Contact Information
Questions regarding this Policy may be directed to: