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Data Retention Policy

Default retention periods for Nova customer data processed by DataNova Labs. Enterprise customers may negotiate different schedules in writing.

Last updated: June 2026

Overview

Nova processes two broad categories of data: Power BI semantic model queries (which run at request time within user permissions and are not bulk-exported) and files you upload in Teams for board pack review, document search, and related premium features. This policy describes default retention for uploaded content and operational logs.

Default retention schedule

Raw uploaded files

30 days

Original PDF, Office, spreadsheet, image, and other files uploaded in Teams for board pack review or document processing.

Storage: Azure Blob Storage

Extracted document text & search index

30 days

Text extracted for analysis and chunks indexed for document RAG search (Azure AI Search).

Storage: Azure Blob / Azure AI Search

Board pack analysis outputs

30 days (content) · up to 365 days (memory summary)

Structured review JSON, summaries, and follow-up context tied to a specific upload.

Storage: Azure SQL

Report memory (comparison features)

Up to 365 days

High-level metadata and summaries retained to compare reporting cycles, list prior uploads, and answer memory queries — even after raw file deletion.

Storage: Azure SQL

Power BI query context

Active session + configured SQL retention

Conversation state, model selection, and recent query context for follow-ups in Teams.

Storage: Azure SQL

Delegated Power BI tokens

Until disconnect or token expiry

Encrypted OAuth tokens for Power BI delegated access.

Storage: Azure SQL (encrypted)

Usage & billing ledger

Duration of contract + statutory accounting period

Credit consumption, top-ups, subscriptions, and metering events.

Storage: Azure SQL

Document & security audit logs

Up to 7 years (2,555 days default)

Processing events, classification decisions, access checks, and administrative actions.

Storage: Azure SQL

Support tickets

Up to 3 years after closure

Ticket content and correspondence submitted via the portal or email.

Storage: Azure SQL

File upload specifics

Accepted formats include PDF, DOCX, PPTX, XLSX, CSV, TXT, MD, JSON, common images, and HTML. Executables, scripts, and archive formats are rejected.
Maximum file size is 500 MB per upload unless your organisation agrees a different limit.
After the raw file and searchable content retention period, files and indexed chunks are deleted. High-level report memory used for comparison features may be retained longer as described above.
Administrators may request early deletion of tenant data by contacting privacy@datanovalabs.com.

Automated retention jobs

Nova runs scheduled retention jobs to delete expired raw files, document content, and legacy board pack artefacts according to the configured periods. Audit logs are retained for compliance and dispute resolution.

Your responsibilities

You are responsible for ensuring uploaded content complies with your organisation's policies and that you have the right to submit files for AI processing. Do not upload special-category personal data unless your organisation has assessed the risk and put appropriate agreements in place with DataNova Labs.

Related policies

Contact

Retention and deletion requests: privacy@datanovalabs.com.