Section 1: Our Upcoming Data Retention Policy
We are implementing a structured Data Retention Policy across our platform, effective June 1, 2026. This policy establishes clear rules for how long different types of data are stored within our live production systems.
Under this policy, two retention tiers apply:
Standard transactions: Data will be retained in the live production system for 1 year.
High-volume operational logs: Data will be retained in the live production system for 3 months. This policy affects data stored in high-volume tables, including Warehouse Tasks, Billing Daily Inventory and Transaction History Detail.
Data older than the applicable retention window will be moved from our production systems to more cost-effective, long-term storage tiers — it is not permanently deleted.
This policy will apply only to the SaaS environment for now. HPE environments will follow later.
Section 2: What Does This Mean for You?
This policy is designed to deliver meaningful improvements to your day-to-day experience on our platform. Here is what you can expect:
Faster, more responsive screens: By reducing the volume of data that needs to be queried, screens such as Order Operations, Task Details, and Transaction History will load significantly faster, reducing wait times and spinner delays.
Fewer system disruptions during maintenance windows: Our routine maintenance tasks (such as index rebuilds) will complete within scheduled off-peak windows, eliminating the risk of unexpected slowdowns or outages during your business hours.
Improved API and integration reliability: Leaner databases reduce the risk of API timeouts and failures, particularly during peak shipping hours.
Continued access to historical data: Data that has been moved out of the live production system remains accessible. Transaction data is available for 3 years (the current year plus 2 previous years) via Logiwa Analytics and Logiwa Data Pipeline (via Snowflake). Full backups are retained for 7 years to satisfy legal and audit requirements and are available for an additional cost.
Stronger compliance posture: The policy enforces GDPR’s storage limitation principles and reduces the data footprint covered under our SOC2 Type 2 audit scope, strengthening the overall security and compliance of your data.
Section 3: Changes You May Notice
While the majority of your day-to-day workflows will be unaffected, there are a few areas where you may notice a change in your experience:
Historical Data in the Live UI
When searching or filtering records in the live production interface, results will reflect the applicable retention window (3 months for high-volume, 1 year for standard transactions). Records outside that window will no longer appear in live UI searches.
Example: If you navigate to the Transaction History screen and search for transactions from 18 months ago, those records will no longer appear in the live UI. They can still be accessed through Snowflake, where up to 3 years of transaction history is available.
Warehouse Task Records
Warehouse Task records older than 3 months will no longer be visible in the live task views. Active and recently completed tasks will remain fully accessible and unaffected.
Example: A warehouse task completed 4 months ago will no longer appear in the Task Details view. However, the associated transaction records may still be accessible through Snowflake for reporting and audit purposes.
Reduced Maintenance Disruptions
Example: Previously, customers occasionally experienced UI timeouts or API slowdowns on Monday mornings due to database maintenance tasks running during the weekend window. Following this policy, those maintenance tasks will be completed on time, and you should experience a consistently responsive platform throughout business hours.
Section 4: Frequently Asked Questions
Is my data being permanently deleted?
No. Data is not permanently destroyed. It has been moved from our production systems to cost-effective long-term storage. Transaction data remains accessible for 3 years via Snowflake, and full backups are retained for 7 years for legal and audit purposes.
How do I access data that is older than the retention window?
Historical data is available through Snowflake, our data warehouse. You can access up to 3 years of transaction data (the current year plus 2 previous years) there. If you need assistance accessing Snowflake, please get in touch with our CSM team to set up your subscription.
What specific data is affected by the 3-month retention window?
The 3-month window applies to high-volume operational data, including Warehouse Tasks, Billing, Daily Inventory and Transaction History Detail. Standard transactional records follow the 1-year retention window.
Can I keep data in the live UI beyond the standard retention period?
No, at the moment we do not support any data access via the live UI beyond the standard retention period. If you have any concerns, please reach out to your CSM contact and raise for special consideration.
Why is this change being made?
The primary driver is operational reliability. As data volumes grow, large tables create performance risks, including slower screens, API timeouts, and maintenance windows that can impact business hours. This policy ensures the platform stays performant and stable as our customers grow. It also aligns with our SOC2 Type 2 and GDPR compliance requirements.
Would I experience any downtime due to this change?
Planned maintenance will occur after June 1, 2026, to migrate and archive data from our Production databases. Logiwa will provide advance notice of any such downtime and take steps to minimize disruption to your business.
Does this affect my compliance or audit requirements?
Full system backups are retained for several years, ensuring long-term legal and audit requirements are covered. This can be made available at an additional cost.
If you have questions not addressed here, please contact your CSM or our Support Team.