Data Retention Schedule
Version 1.0 · Effective date: November 11, 2026
This schedule says how long Brooks Building Solutions, Inc. ("Brooks") keeps certain data in CADdy-Hub ("the Hub"), and what happens to it after that.
Schedule
| Data | Kept for | Then |
|---|---|---|
| Hourly activity records (who used the Hub in each hour) | 13 months | Deleted |
| IP address on AI checkout-sheet generations | 90 days | The IP address is erased. The rest of the record stays. |
| Chat messages | 3 years | Deleted, except messages in a conversation that is or was linked to a job's Updates feed; those are kept with the job. A conversation left with no messages is deleted too, unless it is linked to a job. |
| Timesheet entries and labor hours | 7 years after the work date | Deleted |
| Service visit signatures, visit snapshots and service report files | As long as the contract for the job requires. Unless Brooks sets otherwise, the Hub removes them 8 years after the visit date. | The signatures and visit snapshot are erased, and the visit's report files are deleted. The visit record itself stays. |
| Training completions | 5 years | Deleted |
| Notifications | 2 years | Deleted |
| "View as" audit records | 2 years | Deleted |
| Accounts turned off more than 2 years ago | — | Reviewed and reported. Not deleted or anonymized yet: other records name the people who made them, so a decision on these accounts is still pending. |
Everything else is kept while the job or account is active, and as long as needed for the purposes described in the Hub's privacy notices: running and documenting jobs, meeting legal, tax and contract duties, and handling claims.
Periods run from the date the record was uploaded to or created in the Hub unless the table says otherwise.
When this takes effect
The automatic deletions above run on a schedule. They run in report mode until Brooks turns deletion on: each run lists what it would delete and deletes nothing. Once deletion is on, they delete.
Exceptions
Brooks may keep data longer when the law requires it, for a legal hold, an investigation or a claim, or when a signed contract requires it. Database backups expire on their own cycle after data is deleted from the live system.
Data a subcontractor company (including Company, as defined in the External User Terms of Use and Data Processing Addendum) puts in the Hub follows this schedule unless the company asks Brooks to return or delete it under the Data Processing Addendum.
Questions
Contact mrubio@brookssolutions.net, or write to Brooks Building Solutions, Inc., 4501 Beverly Ave, Jacksonville, FL 32210.
Change log
- 1.0 – first version