Data Retention Policy
Effective June 9, 2026
This Data Retention Policy explains how long Advant-Edge Decorative Curbing & Landscaping, Inc., doing business as AE Outdoor Living ("AE Outdoor Living"), retains records on the AE Team Track Hub portal (the "Platform"). We do not overpromise deletion where legal, payroll, safety, employment, insurance, contractor, or audit obligations require retention. Signed records and audit logs are append-only.
1. Retention matrix
| Record category | Retention period | Notes |
|---|---|---|
| Account profile | While active + 2 years | Deactivated after 2 years of inactivity following a 90-day notice. |
| Employee handbook signatures | Engagement + 7 years | Append-only signed record. |
| E-sign consent records | Engagement + 7 years | Tied to each signed document version. |
| Training completions & certificates | Engagement + 5 years | OSHA / ROC / GC look-back support. |
| Quiz attempts & detailed responses | 3 years from attempt | Aggregate stats retained de-identified. |
| SOP acknowledgments | Engagement + 5 years | Append-only. |
| Employee requests (time off, sick time, PPE, boot reimbursement) | Engagement + 4 years | Aligned with FLSA / wage-hour recordkeeping. |
| Corrective action records | Engagement + 4 years | Retained for HR defense and audit. |
| Rewards / awards / spot bonuses | Engagement + 4 years | Linked to payroll records where applicable. |
| Growth ladder / performance reviews | Engagement + 4 years | Append-only history. |
| Gear / PPE / uniform records | Engagement + 3 years | Includes issue & return logs. |
| Subcontractor agreements | Engagement + 7 years | Append-only signed record. |
| W-9 / COI / license documents | Engagement + 7 years | Renewed and superseded versions retained. |
| Sales scorecards & daily summaries | 4 years | Aggregate metrics retained longer. |
| Sales roleplay transcripts / audio | 2 years | Where the feature is enabled and recording is on. |
| Sales training records | Engagement + 5 years | Includes assignments and completions. |
| AI coach records (prompts, outputs, metadata) | 2 years | Full chat content retained only where feature-specific notice says so. |
| AI bid uploads & generated estimates | 7 years | Supports project, contract, and audit needs. |
| Project management records & foreman daily reports | Project completion + 7 years | Includes punch lists and quality gates. |
| Customer-promise records | Project completion + 7 years | Warranty and dispute support. |
| Fleet maintenance, inspection, and checkout records | Asset life + 4 years | DOT and insurance support. |
| Finance command center records | 7 years | Tax, audit, and bank reconciliation support. |
| Marketing / content records | 5 years | Includes approvals and publish logs. |
| Wellness records (voluntary) | While active + 1 year, or earlier on request | Private; not used for discipline. |
| Audit logs | 3 years | Append-only. |
| Security & access logs | 1 year | Rolling deletion. |
Account profile
Retention
While active + 2 years
Notes
Deactivated after 2 years of inactivity following a 90-day notice.
Employee handbook signatures
Retention
Engagement + 7 years
Notes
Append-only signed record.
E-sign consent records
Retention
Engagement + 7 years
Notes
Tied to each signed document version.
Training completions & certificates
Retention
Engagement + 5 years
Notes
OSHA / ROC / GC look-back support.
Quiz attempts & detailed responses
Retention
3 years from attempt
Notes
Aggregate stats retained de-identified.
SOP acknowledgments
Retention
Engagement + 5 years
Notes
Append-only.
Employee requests (time off, sick time, PPE, boot reimbursement)
Retention
Engagement + 4 years
Notes
Aligned with FLSA / wage-hour recordkeeping.
Corrective action records
Retention
Engagement + 4 years
Notes
Retained for HR defense and audit.
Rewards / awards / spot bonuses
Retention
Engagement + 4 years
Notes
Linked to payroll records where applicable.
Growth ladder / performance reviews
Retention
Engagement + 4 years
Notes
Append-only history.
Gear / PPE / uniform records
Retention
Engagement + 3 years
Notes
Includes issue & return logs.
Subcontractor agreements
Retention
Engagement + 7 years
Notes
Append-only signed record.
W-9 / COI / license documents
Retention
Engagement + 7 years
Notes
Renewed and superseded versions retained.
Sales scorecards & daily summaries
Retention
4 years
Notes
Aggregate metrics retained longer.
Sales roleplay transcripts / audio
Retention
2 years
Notes
Where the feature is enabled and recording is on.
Sales training records
Retention
Engagement + 5 years
Notes
Includes assignments and completions.
AI coach records (prompts, outputs, metadata)
Retention
2 years
Notes
Full chat content retained only where feature-specific notice says so.
AI bid uploads & generated estimates
Retention
7 years
Notes
Supports project, contract, and audit needs.
Project management records & foreman daily reports
Retention
Project completion + 7 years
Notes
Includes punch lists and quality gates.
Customer-promise records
Retention
Project completion + 7 years
Notes
Warranty and dispute support.
Fleet maintenance, inspection, and checkout records
Retention
Asset life + 4 years
Notes
DOT and insurance support.
Finance command center records
Retention
7 years
Notes
Tax, audit, and bank reconciliation support.
Marketing / content records
Retention
5 years
Notes
Includes approvals and publish logs.
Wellness records (voluntary)
Retention
While active + 1 year, or earlier on request
Notes
Private; not used for discipline.
Audit logs
Retention
3 years
Notes
Append-only.
Security & access logs
Retention
1 year
Notes
Rolling deletion.
2. Legal holds
When a legal hold, regulatory investigation, audit, claim, or litigation is reasonably anticipated, applicable records are preserved beyond the standard period until the hold is released.
3. Early deletion requests
You may request deletion of personal data by emailing support@aeoutdoorliving.com. We will comply within 30 days unless a legal, contractual, or safety obligation requires us to retain the information. In those cases, we will restrict processing and delete the data as soon as the obligation expires.
4. Destruction methods
- Electronic records: cryptographically erased and removed from backups through automated lifecycle policies.
- Archived / legal-hold records: encrypted at rest with access limited to authorized legal and compliance personnel.
- Third-party processors: hosting, security, and infrastructure providers operate under data-processing agreements with equivalent retention and destruction obligations.
5. Changes
We may update this policy to reflect changes in legal requirements or business practices. Material changes will be posted here with a new effective date.
6. Contact
Advant-Edge Decorative Curbing & Landscaping, Inc.
d/b/a AE Outdoor Living, AE Pools and Landscape, AE LEDs, Sonoran Glass
Phone: (623) 300-2589
Portal support: support@aeoutdoorliving.com
Office / admin: support@aeoutdoorliving.com