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# File retention policy

> The file retention policy outlines Zuora's commitment to responsible data lifecycle management, designed to maintain compliance with data privacy regulations, enhance data security, and mitigate risks related to data breaches.

The file retention policy outlines Zuora's commitment to responsible data lifecycle management, designed to maintain compliance with data privacy regulations, enhance data security, and mitigate risks related to data breaches.

This policy applies to all customer production environments and does not require an additional purchase.

In some cases, extensions may be requested to retain data longer than prescribed in the policy. Contact your Zuora account team to discuss available options.

## Schedule I - Data purging of logs and Zuora-generated files

Purging refers to the permanent deletion of data from a customer tenant's live database. Depending on the data category, purging can be beneficial to maintain regulatory compliance, accelerate system requests, and protect user privacy by removing non-essential data.

Note: Files cannot be restored or accessed once purged, but can be regenerated because customer source data is not impacted by purge.

Schedule I covers purging for logs and files generated by Zuora or single-use files.

Calculation of retention period is based on the last updated date of the file.

The files are purged, and this has no impact on the object data. For example, the invoice PDF export files do not affect the underlying invoice PDFs.

| Application | 7 days                                                                                                                        | 60 days                                                                                                                                                                                |
| ----------- | ----------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Payments    |                                                                                                                               | Mass Payment Upload Template  Payment method import  Custom Payment Run Request and Response                                                                                           |
| Billing     | Invoice PDF Export File  Data Source Export Result Files  API Cursor Files  AQuA API Result Files  Legacy Export Result Files | Async Order API Payload  Subscription Import  Quote Import  Generated Quotes Document  Gateway reconciliation files  Usage Import and Mass Updater Files  Billing Preview Result Files |

## Schedule II - Data archival of files with financial data and billing information

Archiving refers to the transfer of data from a customer tenant's live database to Zuora's secondary warm storage. Archiving data helps achieve a cleaner search experience and enhances the overall usability of the product. Archived data can be retrieved if required upon request to Zuora.

Schedule II covers archiving for files with financial data and billing information.

| Application | 6 months Sandbox and 1 year Production                                                                                                                                                                                                                                                                |
| ----------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Finance     | Trial Balance Report - AR Summary  Journal Entry Report - Journal Entry Details  Trial Balance Report - Unprocessed Charges  Trial Balance Report - Revenue Detail  Trial Balance Report - AR Aging Report  Trial Balance Report - Fx Gain Loss Report  Trial Balance Report - Ar Roll Forward Detail |
| Billing     | Billing document PDFs such as invoice PDFs, credit and debit memo PDFs, and so on                                                                                                                                                                                                                     |
| Platform    | Email Notification History Attachment  Email Notification History Content                                                                                                                                                                                                                             |

## Access to archived files

* Archived files are not available from the UI or API. If you attempt to access an archived file via API call, you see an error message that indicates the file has been archived.

  Active files are stored in original location and displayed as expected.
* You can use the Restoration API to restore an archived file. Purged files cannot be restored.
* Use File ID filter criteria to request files.
* For Billing Document PDFs only, archived file data can be downloaded from the **Restore** option on the associated invoice record page.
* The retention period for restored files is the same as Schedule II. Once restored, files are considered active and subject to the retention policy.

Contact Zuora Support for help or questions about file restoration.