Auxillo is operated by Jaundre van Staden, trading as Auxillo, an individual trader (Empresário em Nome Individual), NIF 309215099, CAE 58290, 62202 and 63110. Address: Rua da Comporta 12, 2D, 8500-454 Portimão, Portugal.
1. How retention works
We keep personal data only as long as its purpose needs. The periods below are enforced by the services themselves: records are deleted, or IP addresses shortened, automatically when the period ends. “IP addresses shortened” means the last part of the address is removed, so it no longer points to a single connection.
Deleting your Auxillo account erases your account data and triggers the deletion of your data in Aux Tools, Aux Mail and AMI. Each deletion is recorded and retried until the product confirms it. The only records kept afterwards are those the law requires, such as invoices, for their legal period.
2. Auxillo account
| Record | Retention |
|---|---|
| Account details, settings and entitlements | While the account exists. Erased when you delete the account. |
| Sign-in sessions | Until you sign out or the session expires (30 days at most). |
| Account audit log (sign-ins, security and account changes) | IP addresses shortened after 90 days; entries deleted after 2 years. |
| System email delivery records (message type, time, outcome) | Deleted 90 days after their last status change. |
| Undeliverable mark on an email address | Kept until it is cleared, your email address is changed, you complete a new verification, or the account is closed. |
3. Aux Tools
| Record | Retention |
|---|---|
| Scan history (tool, target with email addresses masked, status, duration) | By plan: Free keeps no scan history; Essential 90 days; Professional and higher plans 365 days (Professional, Agency and Enterprise). After a downgrade, history beyond the new plan’s period is kept for a 30-day grace period, then deleted. No scan is kept longer than 395 days on any plan. |
| Monitor check results | 30 days. |
| Alert delivery records | 90 days after completion; 30 days for a notification channel that has since been removed; deliveries left for manual review 180 days. |
| Alert outbox events (earlier alert system) | 90 days. |
| Push devices (push token, platform, app version) | Until you sign out, or 90 days without use. |
| Push alert text (title and body) waiting for the app to fetch it | 72 hours. |
| Live push alarms | Until acknowledged or the monitor recovers. |
| Domain assessments | 90 days (the latest 90 per domain). |
| Attack surface runs | 180 days (the latest 60 per domain). |
| Attack surface findings | 365 days after resolution, or 365 days after last observed. |
| Lookalike domain sightings | 180 days after last observed; 90 days after being dismissed or resolved. |
| DMARC and TLS reports received for your domains, and their rows | 90 days. |
| DMARC sending sources (IP address, reverse DNS name, network, label) | 180 days after last seen in a report. |
| Scheduled report runs and report files | 90 days. |
| Domain verifications | Valid for 90 days; the lapsed record is removed after 180 days. |
| Monthly usage counters | 395 days. |
| Team audit log | 1 year. |
| Team invitations | 30 days, then deleted if not accepted. |
| Share links | 90 days. |
| Response cache | Minutes, depending on the tool; never for mailbox tools. |
| Monitors, alert rules, notification channels and settings, status pages, schedules, API keys, saved domains, agency clients, AI and agent hand-off settings, custom sounds | Until you delete them. Deleted with the account. |
4. Aux Mail
| Record | Retention |
|---|---|
| Mail, contacts, lists, campaigns and consent records (the evidence of each recipient’s consent or other lawful basis) | While the customer’s workspace exists, under the customer’s control as controller. Deleted with the account. Mail held by an external mailbox provider you connect follows that provider’s retention. |
| Open and click tracking events. Campaign tracking is off by default and records nothing unless the customer switches it on | 13 months; campaign totals stay. Full IP addresses and full browser details (user agents) are never stored with them. |
| Form submissions | The submission is kept with the customer’s contacts; its IP address is shortened and its browser details (user agent) removed after 30 days. |
| Expired sign-in sessions | Deleted 30 days after expiry. |
| Audit log | IP addresses shortened after 90 days; entries deleted after 2 years. |
| Push notices waiting for the app to fetch them | 1 day. |
| Password-protected messages | Deleted 7 days after expiry. |
| Drafts, outbox and offline cache in your browser | Cleared when you sign out of Aux Mail. |
5. AMI
| Record | Retention |
|---|---|
| Website chat conversations (visitors) | 90 days, then deleted. Deleted sooner on request: give us the conversation details you have. |
| AMI conversations in your Auxillo products (signed in) | While the account exists; you can delete them at any time. Deleted with the account. |
| AMI analysis in Aux Tools and AI features in Aux Mail | The result is kept with the scan or mail it belongs to and follows that product’s retention. Deleted with the account. |
| Account events (account identifier, event type, plan) | While the account exists. Deleted with the account. |
6. Hosting services
| Record | Retention |
|---|---|
| Websites, mailboxes, databases, applications, AI and game servers and their files | While the service is active and paid. When a service ends, its data is deleted from the active servers within 30 days. Export what you need before the end of the paid period. |
| Hosting configuration and connected account settings | While the service is active. Deleted with the service. |
7. Server logs
| Record | Retention |
|---|---|
| System logs (journald) | 30 days. |
| Web server logs (nginx) | 14 days. They record the visitor’s full IP address, with query values and the path of the referring page removed. |
| Security and support records | For the time reasonably necessary to investigate, resolve and document the matter; longer only for a specific legal or dispute requirement. Access is limited to the relevant purpose. |
8. Invoices and accounting records
Portuguese VAT law requires accounting books, records and supporting documents to be preserved for the following 10 calendar years, with longer periods possible where a specific proceeding or legal rule applies. We retain the records needed for that obligation, not unrelated mailbox content or conversations. This includes records of automatic refunds of duplicate charges (Stripe identifiers and outcome only), which are kept with the invoices they adjust. These records are kept for that period even after an account is deleted. See Article 52 of the Portuguese VAT Code.
9. Recovery backups and preservation holds
Off-site recovery archives are encrypted and access is restricted. Active records may have copies in an earlier archive. Historical backup pruning is currently suspended under a recovery preservation hold, so these copies do not have a guaranteed 30-day or 35-day expiry. A hold must be reviewed against its purpose and the obligation to minimise retention; it is not permission to retain data indefinitely for general use.
Data retained solely for recovery or a legal hold is not intended for routine product use. A restore must take account of applicable deletion and restriction requests. Contact us to establish the position of your data and any relevant restriction or erasure requirement.
10. Local applications and external providers
Aux Command and Aux Proton Drive Bridge run entirely on your equipment and store nothing on Auxillo systems. Their local retention is under your control. Repository, update, payment and support providers may keep their own records.
11. Requests and review
Ask [email protected] for access, a specific retention explanation, deletion or restriction. We will assess the applicable legal conditions and explain any record that must be retained and why. The usual GDPR response period is one month, subject to a permitted and explained extension. You may complain to the CNPD.
Last updated: 30 October 2026.