Last updated: April 2026
Data Retention Policy
This document describes how long Dynamics Mobile retains different categories of data on behalf of our customers. All data is stored securely and deleted automatically when its retention period expires.
Summary
| Data Category | Retention Period |
|---|---|
| Planned Visit History | 90 days |
| Audit & Change Log | 180 days ¹ |
| Transactional & Activity Records | 1 year |
| System & Integration Logs | 1 year |
| Compliance Snapshots | 1 year |
| Master & Configuration Data | Lifetime of account |
| All account data (after account closure) | Deleted within 30 days |
Detailed Retention Periods
90 Days
| Data Category | Description |
|---|---|
| Planned Visit History | Historical records of scheduled customer visits generated by route planning |
180 Days¹
| Data Category | Description |
|---|---|
| Audit & Change Log | A record of all changes made to business data, including who changed what and when |
¹The audit log retention period is configurable per account. The default is 180 days. Contact your account manager to adjust this setting.
1 Year (365 Days)
| Data Category | Description |
|---|---|
| Sales Transactions | Posted sales order headers and line items |
| Payment Records | Posted payment and collection transactions |
| Delivery Records | Records of order fulfilments and deliveries |
| Inventory Transactions | Stock movements and inventory ledger entries |
| Survey Responses | Completed survey answers submitted by field users |
| Approval Records | Workflow approvals and approval request history |
| Sent Documents | Copies of documents sent to customers (e.g. invoices, receipts) |
| Asset Activity Log | Service and maintenance journal entries for tracked assets |
| Vehicle Trips | GPS-tracked trip records for fleet vehicles |
| Vehicle Activity Ledger | Fleet cost and activity postings per vehicle |
| Vehicle Issue Reports | Reported vehicle faults and maintenance issues |
| Fleet Reminders | Scheduled fleet maintenance and compliance reminders |
| Warehouse Events | Inbound and outbound warehouse activity records |
| Compliance History | Historical compliance check events and outcomes |
| Location Events | GPS and geo-fencing events recorded during field operations |
| Scheduled Tasks | Field task assignments and their completion records |
| Target Progress | Periodic progress snapshots against sales and performance targets |
| Document Previews | Cached print-ready versions of issued documents |
| Data Snapshots | Point-in-time data snapshots used for reporting and reconciliation |
| System Logs | Application-level operational and diagnostic logs |
| Sync Logs | Messages and data packets exchanged between mobile devices and back-office ERP systems |
| Compliance Snapshots | Point-in-time compliance status records |
Lifetime of Account
— No Automatic ExpiryThe following categories are retained for the full duration of your subscription and are not subject to automatic expiry. They represent your core business data.
| Data Category | Description |
|---|---|
| Customers & Contacts | Customer profiles, addresses, and contact information |
| Products & Catalogue | Product definitions, pricing, and groupings |
| Sales Targets | Defined sales and performance targets |
| Routes | Planned route definitions and their associated configuration |
| Vehicles & Drivers | Vehicle profiles and driver records |
| Fleet Inspections | Vehicle inspection records |
| Commission Records | Calculated commission entries |
| Form Submissions | Responses collected via custom forms |
| Order Reconciliation Records | Reconciliation runs, events, and states |
| Users, Roles & Settings | Account configuration, user profiles, and access control settings |
Data Archiving
Applies to all relational entity data
In addition to the active retention periods above, Dynamics Mobile performs daily snapshots of all relational entity data across your account. This means that historical state — including records that have been deleted or have passed their active retention period — is preserved in archive form and can be referenced or restored if needed.
Archives are stored securely and are not accessible through the standard application interface. They are intended as a safety net for business continuity and regulatory purposes, not as a substitute for active data management.
Restore Costs
Restoring data from an archive is available upon request but is subject to the following costs:
- Service fee — a professional services charge applies to cover the engineering effort required to locate, extract, and validate the archived dataset.
- Tenant licensing fee — restored data is provisioned into a dedicated Dynamics Mobile Portal tenant. A standard tenant licence applies for the duration the restored environment is active.
To request an archive restore or to get a cost estimate, contact support@dynamicsmobile.com.
Account Closure
When an account (tenant) is closed or terminated, all associated data is permanently and irreversibly deleted within 30 days of the closure date. This includes all data categories listed above, regardless of their standard retention period. Data deleted following account closure cannot be recovered.
If you require an export of your data prior to closure, please contact support@dynamicsmobile.com before initiating the account closure process.
Questions
For questions about this policy or to request a change to your account's configurable retention settings, please contact us at support@dynamicsmobile.com.
Part of the Dynamics Mobile Trust Center
Security & compliance, verified continuously
Our ISO 27001-certified information security management system governs how data is stored, accessed, and destroyed. Independent controls verification is available on our Vanta-powered Trust Portal.