Skip to main content
This page explains MileApp’s data retention policy, detailing how long different types of data are stored in the system and what happens after the retention period ends.

​
What is Data Retention?

Data retention refers to the period during which MileApp stores your organization’s data in the system. Different types of data have different retention periods based on their purpose, regulatory requirements, and operational needs. Understanding these retention periods helps you manage your data effectively and comply with your organization’s data governance policies.

​
Data Retention Summary

The following table provides a quick overview of retention periods for all data types in MileApp:
Data TypesRetention PeriodExamples
Master DataNo automatic deletionUsers, Hubs, Data Sources, Flows, Roles, Teams
Transaction Data1 YearTasks, Routing Results
Logs & Activity Data30 DaysTask History, Location History, Automation Logs, Export/Import Activities, Trash/Deleted Items

​
Understanding Data Categories

Master Data is the foundational configuration data that defines how your organization operates. This includes reference information like user accounts, hub locations, workflow templates, roles, and team structures that you set up during initial configuration. Master data rarely changes and remains in the system as long as your organization account is active. Transaction Data is the operational records generated from your daily business activities. This includes completed tasks, route optimization results, and field execution records that accumulate as your team performs their work. Transaction data has a defined lifecycle and is retained for 1 year to support operational reporting while maintaining system performance. Logs & Activity Data captures the detailed history, changes, and audit trails of actions performed within the system. This includes records of what happened, when it happened, and who did it. Logs serve monitoring, troubleshooting, and short-term audit purposes, and are retained for 30 days to balance transparency with storage efficiency.
If you require custom data retention periods outside the standard policy, please contact MileApp support to discuss your organization’s specific needs.

​
Detailed Data Retention Policies

​
Task Data

What is Task Data? Task data includes all information related to your field operations such as deliveries, pickups, visits, inspections, and other work activities. This encompasses task details, customer information, proof of delivery, photos, signatures, timestamps, and all components defined in your Flow. Retention Duration: 1 Year What Happens After Retention: After one year from the task creation date, task data is automatically and permanently deleted from the system. This includes:
  • All task details and components
  • Customer information
  • Proof of delivery (photos, signatures, notes)
  • Task status and completion information
How to Preserve Your Data:
  • Export task data regularly using the Data Export feature
  • Download task reports before the one-year period expires
  • Set up automated exports via API for important records

​
Routing Results

What are Routing Results? Routing results contain the optimized route plans generated by MileApp’s route optimization engine. These results include the sequence of stops for each vehicle, calculated routes, estimated arrival times, distances, and task assignments. Retention Duration: 1 Year What Happens After Retention: After one year from the routing calculation date, routing results are automatically deleted. This includes:
  • Optimized visit sequences
  • Vehicle assignments
  • Route calculations and metrics
  • Distance and duration estimates
How to Preserve Your Data:
  • Review and dispatch routing results promptly after generation
  • Export routing data for historical analysis and planning
  • Archive routing results that serve as evidence of operational decisions

​
Automation Logs

What are Automation Logs? Automation logs track the execution of all automation rules in your organization. This includes when automations are triggered, what actions were performed, whether execution was successful or failed, and detailed error information. Retention Duration: 30 Days What Happens After Retention: After 30 days from the automation execution date, all automation log entries are automatically deleted. This includes:
  • Automation trigger events
  • Execution status (success/failure)
  • Error messages and details
  • Webhook response data
How to Preserve Your Data:
  • Monitor automation logs regularly to catch issues early
  • Set up alerting for automation failures within the 30-day window

​
Export/Import Activities

What are Export/Import Activities? Export/Import activities are records of all data export and import operations performed in your organization. This includes export requests, import operations, processing status, file generation, download history, and any errors that occurred during these operations. These logs help you track data transfer compliance and troubleshoot export/import issues. Retention Duration: 30 Days What Happens After Retention: After 30 days from the export or import operation date, all activity logs are automatically deleted. This includes:
  • Export request records
  • Processing status history
  • File generation logs
Export files themselves are also available for download for 30 days.
How to Preserve Your Data:
  • Download export files promptly after generation
  • Document any export or import failures for troubleshooting

​
Trash / Deleted Items

What is Trash? Trash is a temporary storage area for deleted items in MileApp. When you delete tasks, users, hubs, roles, teams, or other data, they are moved to Trash instead of being permanently deleted immediately. This provides a grace period during which you can restore accidentally deleted items. Retention Duration: 30 Days What Happens After Retention: After 30 days in Trash, all deleted items are permanently removed from the system and cannot be recovered. This includes:
  • Deleted tasks
  • Deleted users
  • Deleted hubs
  • Deleted roles
  • Deleted teams
  • Other deleted configuration items
How to Preserve Your Data:
  • Export important data before deleting items
  • Check Trash regularly if you accidentally deleted something
  • Train team members on the 30-day Trash retention policy
  • Review Trash contents periodically to ensure nothing important is pending deletion

​
How to Secure My Data Before It Gets Deleted

There are three methods to secure your data before the retention period expires:

​
1. Export Data Through Web

You can manually export your data through the web interface in various formats (XLSX, JSON) with customizable configurations. This method is ideal for one-time exports or periodic manual backups. To learn more, visit the Data Export Guide.

​
2. Get Data via API

For automated and programmatic access, use the REST APIs to retrieve task data, routing results, automation logs, and other records with flexible filtering and pagination support. This method is ideal for continuous data synchronization and integration with your own systems. To learn more, visit the Export Task API.

​
3. Use Webhooks for Real-Time Data Capture

Configure webhooks to automatically send data to your systems as events occur. This proactive method ensures you capture data immediately when it’s created or updated, eliminating the risk of missing important records. To learn more about setting up webhooks, visit the Automation documentation.

​
Frequently Asked Questions

Q: What happens if I need data that’s been deleted? A: Once data is deleted after the retention period, it cannot be recovered. Always export important data before it expires. Q: How do I know when my data will be deleted? A: Data retention periods start from the creation date. For tasks, count one year from task creation. For automation logs, count 30 days from execution. Q: How long are export files available for download? A: Export files are available for 30 days after creation. Download them promptly to ensure you don’t lose access. Q: Does deleting an organization immediately delete all data? A: Yes, deleting an organization will immediately delete all data associated with that organization. Q: What should I do if I accidentally delete important data? A: Check the Trash in Settings > Trash. Deleted items can be restored within 30 days. After 30 days, data cannot be recovered. Q: Can I request custom data retention periods outside the standard retention policy? A: Yes, custom data retention periods may be available for specific business requirements. Please contact MileApp support to discuss your organization’s needs and explore available options.

​
Need Help?

If you have questions about data retention or need assistance with exporting your data: