Customer data: what we hold, where, how long

Decided 2026-09-15 by Angel (task 90), from the proposed default.

What we hold: name, company, email, phone, shipping and billing address; the design files and firmware a customer sends us; quotes, orders, invoices; the test records of what we shipped them.

Where: the ERP (customer record, orders, attachments), Google Workspace mail, the NAS precious/EmbeddedEra for design files, the books for invoices. Never in a chat transcript or a task description beyond what the job needs.

How long: customer records and orders for the relationship plus 7 years (tax and warranty); design files for the life of the product we built plus 2 years, or until the customer asks in writing, whichever is first; quotes that never became orders, 2 years.

Who sees it: the department doing the work. Nobody outside the shop without the customer's written request. Deletion on request within 30 days unless a legal hold says otherwise.

Goes into the privacy policy (site) and one paragraph in SOP-013 Feedback / the customer SOPs.