Zuora File Retention Policy
Zuora’s File Retention Policy outlines our 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 below policy will apply to all customers’ Production environments with more information for each detailed in the associated Schedule.
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Purging for logs and files generated by Zuora and/or single-use files (Schedule I)
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Archiving for files with financial data and billing information (Schedule II)
What is data purging?
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 maintaining regulatory compliance, speeding up system requests, and protecting user privacy by removing non-essential data.
What is data archiving?
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 product’s overall usability. Archived data can be retrieved if required upon request to Zuora.
Retention periods
This is based on the file's last updated date.
Schedule I- Data purging
| Application | 7 days | 60 days |
|---|---|---|
|
Payments |
Mass Payment Upload Template | |
| Payment method import | ||
| Custom Payment Run Request & Response | ||
|
Billing |
Invoice PDF Export File | Async Order API Payload |
| Data Source Export Result Files | Subscription Import | |
| API Cursor Files | Quote Import | |
| AQuA API Result Files | Generated Quotes Document | |
| Legacy Export Result Files | Gateway reconciliation files | |
| Usage Import & Mass Updater Files | ||
| Billing Preview Result Files |
Note: 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.
Schedule II- Data archival
| 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 |
Accessing your archived file
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Archived file data can be restored via the file Restoration API. See Restore a file.
Reach out to Zuora Support for help with file restoration.
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For Billing Document PDFs only: Archived file data can also be downloaded via the Restore option located on the associated Invoice record page.
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All other archived files can be retrieved by raising a Zuora support ticket.
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Files can be requested based on the File ID filter criteria.
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Files cannot be restored or accessed once purged, but can be regenerated because customer source data is not impacted by purge.
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If you have any questions or concerns regarding the file retrieval process, please contact Zuora Support.
FAQs
- What will happen to my existing data? Does this apply to me? Can I opt out? Do I need to pay anything additional to enable data archival or data purging?
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This File Retention Policy applies to all customers and does not require additional purchasing.
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Contact your Zuora account team for more information.
2. How do I know if a File in my tenant has been archived?
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An active file will be displayed in its original location, while an archived file will not be available on the UI or via the API.
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When attempting to retrieve a file via API, the response will display the below error message followed by the restoration API reference.
“The File you are trying to access has been archived based on its last updated date. Reach out to contact Zuora Support for further assistance”
3. What is the post-restoration retention policy of my Files?
The retention period for restored files will be the same as stated in Schedule II. In other words, once restored, these files will be treated as “Active” and subject to the applicable retention window.
4. Can I request an extension for any of these retention periods?
In some cases, extensions may be requested for retaining data longer than the prescribed period as specified in a Schedule. Contact your Zuora account team to discuss available options.