Data Retention Policy

1. Purpose

1.1 This Data Retention Policy sets out how FaultPilot Technologies Pty Ltd (ACN 687 468 202) (FT, we or us) manages the retention, archival, and deletion of data collected and processed through the FaultPilot platform.

1.2 This policy applies to all data processed by FaultPilot, including personal information, Uploaded Documentation, Diagnostic Outputs, Operational Data, and Account Data.

1.3 This policy should be read in conjunction with the applicable Customer Agreement, our Privacy Policy and Data Processing Agreement.

2. Definitions

2.1 In this policy:

Account Data means the information associated with a user account, including name, email address, job title, and login credentials.

Customer Agreement means the written agreement between FT and the Customer under which FT permits the Customer to use the FaultPilot platform.

Diagnostic Outputs means the AI-generated diagnostic content produced by FaultPilot for a Customer, including Trace reports and recommendations.

Operational Data means the data generated by users through their use of FaultPilot, including fault logs, handover records, diagnostic history, and usage patterns.

Uploaded Documentation means technical documentation uploaded by the Customer to FaultPilot for processing, including service manuals, fault code references, maintenance procedures, wiring diagrams, and parts lists.

3. Data Retention Periods

3.1 Subject to clauses 4 and 5.2, we will retain the data for, and the Customer will be able to export the data during, the periods stated in the table below:

4. Extended Retention

4.1 Retention periods may be extended beyond those set out in clause 3 where:

1. the Customer makes a written request for extension and the parties agree in writing to the terms of such retention;
2. we are required to retain data by applicable law (for example, we are required by applicable law to keep financial records for 7 years and tax records for 5 years), regulation, or court order; or
3. the relevant data is subject to an active legal hold, or a dispute, or investigation, or is relevant to actual or reasonably anticipated litigation.

4.2 Where a Customer operates in a regulated industry that requires extended data retention (for example, mining safety records), the Customer must notify us before the commencement of the Customer Agreement so that appropriate retention periods can be agreed.

5. Data Deletion and Destruction

5.1 After expiry of the applicable retention period but subject to clause 4, the relevant data will be permanently deleted or destroyed using industry-standard methods appropriate to the storage medium.

5.2 Deletion of data from production systems will be completed within 30 days of the expiry of the applicable retention period (subject to clause 4). Deletion from backup systems will occur as backups are overwritten in the ordinary course.

5.3 Where a Customer requests early deletion of their data prior to the termination or expiry of the Customer Agreement, we will use reasonable endeavours to action the request within 30 days, subject to any right or obligation to retain the data as outlined in clause 4.

6. Data Export

6.1 Customers may request an export of their data at any time during the term of the Customer Agreement and during the periods stated in the table in clause 3.

6.2 Exported data will be provided in a commonly used, machine-readable format.

7. Review

7.1 This policy will be reviewed at least annually and updated as required to reflect changes in legal requirements, industry standards, or our data processing practices.

7.2 The current version of this policy is available here.

8. Contact

8.1 FaultPilot Technologies Pty Ltd, ACN 687 468 202, Perth, Western Australia. Email: admin@faultpilot.com.au