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Tai Software Data Retention & Deletion Policy

This Data Retention & Deletion Policy explains how Tai Software retains, manages, and deletes data within the Tai Transportation Management System (“Tai TMS”).

The objectives of this policy are to:

  • Clearly communicate how long organizational and shipment data is retained

  • Explain the conditions under which data may be locked, inactivated, or deleted

  • Maintain system performance, integrity, and reliability

  • Establish transparent expectations regarding customer data lifecycle management

This policy applies to all Tai TMS customers unless otherwise agreed to in writing.

2. Organizational Account Data Lifecycle

Tai TMS manages organizational data using defined account statuses based on billing activity and system usage.

2.1 Past Due Accounts

  • Organizations less than one (1) month past due remain Active

  • Organizations more than one (1) month past due are moved to Locked status

2.2 Locked Accounts

  • Organizations remain Locked for the first month

  • After more than one (1) month in Locked status, the organization is moved to Inactive

  • Organizations designated as Paused:

    • Remain in Locked status regardless of duration

    • Are tracked internally for monitoring purposes

     

2.3 Inactive Accounts

  • Organizations Inactive for less than six (6) months remain Inactive

  • Organizations Inactive for more than six (6) months are removed from the active system

Removal from the active system results in associated shipments no longer being retained within Tai TMS.

3. Shipment Data Retention & Deletion

Tai Software periodically removes shipments that are no longer operationally or financially relevant.

3.1 Shipment Deletion Eligibility

A shipment becomes eligible for deletion when all of the following conditions are met:

  • Created more than eighteen (18) months ago

  • Not modified in more than six (6) months

  • Shipment status is Quoted or Canceled

  • Shipment has no invoice and no bill

Shipments meeting all criteria may be permanently deleted as part of routine system maintenance.

 

3.2 Permanence of Deletion

Once a shipment is deleted:

  • The deletion is permanent

  • The shipment cannot be restored

  • No recoverable copy remains available within Tai TMS

Customers are responsible for maintaining any shipments requiring long-term retention in an appropriate status with associated financial records.

 

 

4. Legal, Audit, and Special Retention Considerations

Tai Software does not automatically identify shipments subject to litigation, legal holds, audits, or regulatory requirements.

If extended retention is required, customers must:

  • Maintain the shipment in an active or financially relevant status, or

  • Submit a written request for a retention exception

Absent such notice or agreement, standard retention and deletion rules apply.

5. Backups and Recoverability

Deleted shipments are not retained in customer-accessible backups or archives.

Tai Software does not provide restoration services for shipments deleted under this policy.

6. Exceptions and Special Requests

Customers requiring modified retention rules, advance notice prior to deletion, or written approval before cleanup actions must request such arrangements in writing. Any exception must be approved by Tai Software prior to eligibility for deletion.

7. Policy Authority

This Data Retention & Deletion Policy reflects Tai Software’s standard system practices and applies to all Tai TMS customers unless otherwise agreed in writing.