SpecBridge AI Legal Draft

Data Retention Policy Draft

Status: Draft

Purpose: SpecBridge AI launch readiness and pilot preparation

Review required: Legal counsel / KVKK advisor

1. Scope

This policy defines draft retention principles for SpecBridge AI demo, pilot interest and sample report workflows.

2. Data Types

Relevant data types may include:

• Pilot interest form data
• Contact and company information
• Demo meeting notes
• Pilot feedback records
• Uploaded tender/RFP documents
• Generated analysis packages
• Sample reports
• Audit trail / appendix outputs

3. Default Retention Principles

Suggested starter model:

| Data Type | Draft Retention Rule |

|---|---|

| Pilot interest records | Until pilot qualification is completed, then reviewed quarterly |

| Demo meeting notes | 12 months unless otherwise agreed |

| Feedback forms | 12 months for product learning |

| Real tender/RFP documents | Delete after pilot review window |

| Generated reports from real documents | Delete together with source document unless customer approves retention |

| Anonymized sample reports | May be retained if no customer-identifiable data remains |

| System logs | Keep minimum necessary period only |

4. Real Customer Documents

Real tender/RFP documents must follow stricter rules:

• No indefinite retention
• No use in public demo without anonymization
• No reuse for training or marketing without explicit permission
• Deletion confirmation should be available on request

5. Review Cycle

Retention rules must be reviewed before:

• Public website launch
• Backend form activation
• Production SaaS release
• First real customer pilot
• Any external hosting deployment

6. Draft Status

This policy is a draft and must be reviewed before publication or customer use.

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