Retention / Deletion Schedule: CypressHR
Entity: Quick HR Solutions, LLC
Product: CypressHR
Contact: support@cypresshr.app
Last updated: October 6, 2026
These are recommended Platform defaults and operational targets. You (the employer) are responsible for keeping employment records as long as the law requires, often longer than a software default. Export before you leave. Tell us about litigation holds in writing.
1. Important allocation of responsibility
| Party | Responsibility |
|---|---|
| Customer | Employer-of-record recordkeeping (FLSA, Texas, EEO, benefits, litigation, etc.); configuring what to store; exporting data; issuing litigation holds |
| Quick HR Solutions, LLC | Apply Platform retention defaults; honor Customer instructions where supported; provide export; delete from active systems after termination per DPA; age out backups |
Federal baseline reminder (DOL Fact Sheet #21 / 29 CFR Part 516), for Customer planning, not a Quick HR Solutions, LLC warranty:
- Payroll records (and certain agreements/sales records): preserve at least ~3 years
- Underlying wage-computation records (time cards, schedules, wage tables, additions/deductions): at least ~2 years
Texas or other applicable laws, contracts, or litigation may require longer. Treat the FLSA periods as minimum suggestions for what Customers should be able to export and keep, not as automatic deletion timers inside the Platform.
2. Retention table by data class
| Data class | Recommended Platform default (active account) | Notes for Customer |
|---|---|---|
| Account / billing (Track A) | Life of Customer account + about 7 years accounting residual | Invoices, payment records for Quick HR Solutions, LLC’s books |
| Admin users & auth metadata | Life of account; disable on role end | MFA status, last login; security value |
| Worker profiles / directory | Life of employment relationship in the account + about 1–3 years after termination (Customer-configurable where supported) | Customer may need longer for claims |
| Org / locations / roles | Life of the account's configuration | Structural data |
| Secure docs & handbooks (current versions) | Until Customer deletes or replaces | Customer owns content |
| Completed Form I-9 (PDF/scan in restricted files) | Later of 3 years after hire or 1 year after termination (USCIS baseline; Customer owns the statutory clock) | Allowed upload; not an electronic I-9 system |
| Medical / ADA vault documents | Per Customer configuration and this schedule; Customer owns statutory clocks | Store medical files here, not in general files |
| E-sign acknowledgments of receipt | At least 3–7 years from acknowledgment (align to Customer policy) | Often kept through employment + limitations period |
| PTO requests / balances | About 3 years after relevant year-end (align to Customer policy) | May interact with wage claims; not medical leave certifications |
| Timesheets / time entries | Platform default about 3 years (supports FLSA wage-computation baseline of ~2 years plus buffer) | Customer should export if longer needed |
| Payroll-related exports Customer generates | Platform is not payroll system of record; if Customer stores pay summaries, suggest ~3 years minimum | Customer duty |
| Tasks / cases (HR operational) | Default about 3 years after close; option for longer for sensitive matters | Do not use as dumping ground for medical files |
| Onboarding / offboarding checklists | About 2–3 years after completion | |
| Compliance calendar events | Until event + about 1 year, or until Customer deletes | Informational |
| Informational updates feed items | About 1–2 years, or as published archive policy | Awareness notes, not legal mandates |
| State notice acknowledgments | Align with e-sign acknowledgment retention | |
| Announcements | Until Customer deletes; optional archive about 1 year | |
| Light analytics (aggregated) | About 13–24 months raw events; aggregates longer | Minimize personal data |
| Support tickets | About 3 years after close | Prefer no SPI in tickets |
| Security / audit logs | About 12–24 months; longer if investigating | Needed for incidents |
| Application / error logs | About 30–90 days | Scrub personal data where feasible |
| Backups | Rolling window typically 30–90 days | Not an archive product; ages out |
3. Medical files and other keep-outs
Medical / ADA medical documents belong in the Medical / ADA vault, not general personnel files. Retention for vault content follows Customer configuration and this schedule.
If Customer mistakenly uploads keep-out items to the wrong place (for example List A/B/C ID-scan vault-as-verify captures, biometric I-9 or timeclock data, or CRA reports), Quick HR Solutions, LLC may delete or quarantine per Terms/DPA. Those prohibited categories are not assigned a “keep for N years” Platform retention. Completed Form I-9 PDF/scan in restricted files remains allowed.
4. Post-termination: export then delete
| Step | Target timing | Action |
|---|---|---|
| 1. Notice of termination / non-renewal | Per Terms | Confirm admin contact |
| 2. Export Window | 30 days after effective termination (or earlier if Customer requests while paid up) | Customer exports via tools or assisted export |
| 3. Delete from active systems | Within 60 days after Export Window ends | Remove the customer's data from production app/DB/object storage (except permitted residuals) |
| 4. Backups age out | Per rolling backup window (typically 30–90 days) after production delete | Backup copies expire naturally; not searchable as a live archive |
| 5. Confirmation | On written request | Quick HR Solutions, LLC confirms active-system deletion |
Permitted residuals (access-limited): billing records Quick HR Solutions, LLC must keep; security logs; data subject to litigation hold; copies required by law.
5. Litigation holds
Operational rule:
- Customer emails support@cypresshr.app with subject LITIGATION HOLD, company account name, scope, and start date.
- Quick HR Solutions, LLC acknowledges in writing and pauses deletion for the scoped data.
- Hold remains until Customer releases in writing.
- Holds may affect export/delete timelines and may incur reasonable costs for extraordinary preservation.
Do not rely on backups alone as a legal hold archive.
6. Customer-configurable overrides
Where the product allows, Customer may set longer retention for cases, docs, and acknowledgments. Quick HR Solutions, LLC will not shorten below what Customer configures during an active subscription, except for prohibited data removal or legal compulsion.
7. Change control
Retention defaults may change with product updates; material reductions to active retention will be noticed to Customers when feasible.