Backup, Recovery & Data Retention
Last updated · 21 July 2026
OMS AI Nexus™ treats customer data as a fiduciary asset. This document describes the automatic backup system, disaster-recovery plan, recovery test results, self-service data export, and how long different categories of data are retained.
1. Backup strategy
- Continuous WAL streaming of the primary Postgres database to the managed backup service (Point-in-Time Recovery up to 7 days on Pro tiers, 30 days on Enterprise).
- Daily full snapshots retained for 30 days.
- Weekly encrypted archive retained for 12 months for compliance evidence.
- Object storage (files, brand assets) protected by versioning; deletions retained for 30 days.
- Configuration & migrations version-controlled in Git; every schema change is a reviewed, auditable migration.
- Encryption: AES-256 at rest for all backups; TLS 1.2+ in transit; keys managed by the platform KMS.
- Geographic redundancy: backup copies replicated to a second region.
2. Disaster-recovery plan
Three tiers of incident response are pre-scripted in docs/dr-drills/:
- Tier 1 — Table/row-level corruption: restore affected rows from PITR within 15 minutes without downtime.
- Tier 2 — Full database loss: promote latest snapshot, replay WAL to target timestamp, cutover DNS. Target RTO ≤ 1h, RPO ≤ 5m.
- Tier 3 — Regional outage: failover to secondary region using replicated backups; target RTO ≤ 4h.
Every incident triggers an AEGIS report with root cause, timeline, and remediation, published in the internal audit trail and, where required, communicated to affected customers within 72 hours.
3. Recovery testing report
- Cadence: quarterly full DR drills; monthly PITR spot-checks.
- Most recent drill: Q3 2026 C1 — 10-step end-to-end restore from encrypted snapshot into an isolated project.
- Result: ✅ Pass — RTO 47 min, RPO 3 min, zero data loss on tested workloads.
- Findings: minor doc updates on invite-table restore ordering; no data-integrity issues.
- Next drill: Q4 2026, including cross-region failover rehearsal.
4. Self-service data export
Workspace owners can export their data at any time:
- Per-table CSV export from the admin console.
- Full workspace archive (JSON + object storage manifest) on request via the Founder-authorised support flow.
- Exports are delivered through a signed, time-limited URL and logged in the workspace audit log.
5. Data retention windows
| Data category | Retention while active | After account closure |
|---|---|---|
| Workspace content (documents, prompts, embeddings) | For the life of the subscription | Deleted within 30 days |
| Conversation & AI output history | 12 months rolling, or per workspace setting | Deleted within 30 days |
| Account & profile | For the life of the account | Deleted within 30 days |
| Billing & tax records | Life of account + statutory period | Retained up to 7 years (tax law) |
| Authentication & security logs | 12 months | 12 months, then purged |
| Workspace audit logs | 24 months | 24 months, then purged |
| Backups (PITR / snapshots) | Up to 30 days rolling | Purged with the snapshot cycle (≤ 30 days) |
| Compliance archives | 12 months (weekly) | 12 months, then destroyed |
| Support tickets & correspondence | 24 months | 24 months, then anonymised |
Retention aligns with GDPR / UK GDPR data-minimisation, CCPA/CPRA disclosure duties, and applicable Bangladesh tax and accounting laws.
6. Deletion & right to be forgotten
- Users may request deletion by writing to omsit.official@gmail.com.
- Production copies are deleted within 30 days; residual copies in encrypted backups are overwritten within one backup cycle (≤ 30 days).
- Legally required records (billing, tax, security incident evidence) are retained under lawful basis and access-restricted.
7. Roles & responsibilities
- OMS Organization — owns platform backups, DR drills, encryption keys, and retention automation.
- Workspace Owners — configure workspace-level retention overrides and staff off-boarding.
- Users — export or delete their own content through the workspace UI.
- AEGIS Security — approves DR test results and signs off restore evidence.
8. Assurance
Backup and DR controls are mapped to ISO/IEC 27001 A.8.13 (Information Backup), A.5.30 (ICT Readiness for Business Continuity), and NIST SP 800-34. Enterprise customers may request the internal DR runbook and latest drill evidence under NDA.
9. Contact
Backup / recovery / retention requests: omsit.official@gmail.com — mark subject line “Data Backup / Retention”.
This document describes current app-visible practices; it is not a substitute for legal advice or a signed DPA. Numeric targets reflect internal objectives, not contractual SLAs unless separately agreed.