Operating rule
AURELIS keeps the minimum useful record for a defined period. Expiration does not always mean immediate deletion: legal holds, active disputes, claims, tax obligations, insurance requirements, licensing investigations or an applicant’s request may pause ordinary deletion.
Retention schedule
| Record | Default period | Purpose / action |
|---|---|---|
| Incomplete or withdrawn application | 90 days after last activity | Finish support, prevent duplicate submissions, then securely delete files and minimize metadata. |
| Declined application and decision record | At least 1 year after decision | Preserve the application and decision record for applicable employment recordkeeping; longer only for a charge, dispute or legal hold. |
| Approved Driver Unit profile | Active relationship plus 7 years | Operational, tax, insurance, audit and dispute history. |
| Current licenses, registration and insurance | While current; superseded copy normally 1 year after replacement | Verify continuous eligibility and investigate coverage or compliance questions. |
| Consumer/background report obtained from a screening company | Only as long as required for the decision, recordkeeping or dispute | Dispose so the information cannot be read or reconstructed when no longer required. |
| Trip, acceptance, pickup, completion and payout audit records | 7 years | Operations, accounting, complaints, insurance and dispute support. |
| Telegram access and security events | 7 years; routine non-audit messages may be shorter | Account security and proof of dispatch actions. |
| Privacy or deletion request record | 3 years after closure | Demonstrate request handling without retaining unnecessary source documents. |
Expiration monitoring
Operations calculates days remaining for every dated compliance document. Documents at 60 days enter the planning window, at 30 days become urgent, and after expiration block dispatch eligibility until an approved replacement is recorded.
Secure deletion
Deletion includes removing private file bytes, revoking access links and deleting or minimizing related personal fields so information cannot practicably be reconstructed. Audit facts may be retained without the underlying document when continued proof of an action is required.
Ownership and review
AURELIS Owners are responsible for quarterly retention review and for documenting any legal hold. This schedule must be rechecked after the company structure, insurer, screening provider, tax process or applicable law changes.
Official guidance notes that employment applications generally must be preserved for at least one year and consumer reports must be securely disposed of when no longer needed: EEOC/FTC guidance.