Data Retention & Record Integrity Policy
Version: 1.0
Effective Date: July 2026
Purpose
This Data Retention & Record Integrity Policy establishes how DriverProof preserves inspection records, protects record integrity, and manages the lifecycle of inspection documentation.
The purpose of this policy is to ensure that inspection records remain reliable historical documentation while balancing reasonable storage, operational, and legal requirements.
Finalized Inspection Records
An inspection becomes Finalized when the user completes the inspection process and DriverProof generates the official inspection record.
Upon finalization:
The inspection receives a permanent record identifier.
Inspection content is preserved as a historical record.
The record becomes read-only.
The record enters the applicable retention schedule described in this policy.
Record Integrity
DriverProof preserves finalized inspection records as historical documentation.
Once finalized, inspection records are not ordinarily edited, overwritten, replaced, or deleted by users.
If corrections or additional information become necessary, they are documented through subsequent inspection records rather than modification of the original record.
Metadata Preservation
In addition to the inspection itself, DriverProof preserves associated metadata that may include:
Date and time of inspection
GPS location
Vehicle information
Trailer information
Photographs
Inspection responses
Weather information
Report identifiers
System-generated timestamps
Other information reasonably necessary to preserve the integrity of the inspection record
Metadata is preserved as part of the historical record whenever available.
Chain of Preservation
DriverProof is designed to maintain a continuous history of finalized inspection records.
Rather than replacing or modifying existing records, subsequent inspections create additional documentation that supplements the historical record.
This approach preserves a chronological inspection history and supports long-term documentation integrity.
Active Retention
Finalized inspection records remain available in active storage for up to twelve (12) months from the date of finalization, subject to an active subscription and applicable account status.
Archived Retention
After the active retention period expires, eligible records may be moved to archival storage for up to an additional twenty-four (24) months.
Archived records may require:
Reactivation of an eligible subscription,
Payment of any applicable archive retrieval fee, or
Other reasonable recovery procedures then offered by DriverProof.
Recovery of archived records is subject to lawful availability and operational feasibility.
Permanent Deletion
At the conclusion of the published retention period, archived records may be permanently deleted.
Once permanently deleted, records generally cannot be recovered.
DriverProof is under no obligation to preserve records beyond the published retention period unless otherwise required by law or legal process.
Employee Access
DriverProof employees, contractors, and authorized service providers do not modify finalized inspection records during ordinary operation of the Services.
Access to finalized records is limited to circumstances reasonably necessary to:
Provide customer support.
Maintain system security.
Perform technical maintenance.
Comply with applicable law.
Investigate suspected fraud or abuse.
All such access is expected to follow internal security procedures and applicable confidentiality obligations.
Litigation Holds and Legal Preservation
DriverProof may preserve records beyond the normal retention schedule when reasonably necessary to:
Comply with applicable law.
Respond to lawful governmental requests.
Preserve evidence relating to pending or anticipated litigation.
Enforce legal rights.
Protect users or the integrity of the Services.
Disaster Recovery
DriverProof intends to maintain commercially reasonable backup and disaster recovery practices designed to reduce the risk of accidental data loss.
No backup system can guarantee complete protection against every possible failure or catastrophic event.
Business Continuity
If DriverProof is sold, merged, reorganized, or ceases operations, DriverProof intends to make commercially reasonable efforts to preserve finalized inspection records consistent with applicable law, contractual obligations, and available operational resources.
Nothing in this policy guarantees perpetual storage or indefinite operation of the Services.
Security of Stored Records
Inspection records are protected using commercially reasonable administrative, technical, and organizational safeguards intended to reduce the risk of unauthorized access, alteration, or disclosure.
Additional security practices are described in the DriverProof Security Policy.
Relationship to Other Policies
This policy should be read together with:
Definitions & Governing Principles
Privacy Policy
Terms of Service
Subscription Terms
Evidence & Documentation Policy
Security Policy
Changes to this Policy
DriverProof may update this policy periodically to reflect operational improvements, legal requirements, or changes to the Services.
Material revisions become effective upon publication or as otherwise required by applicable law.
Continued use of the Services after revised terms become effective constitutes acceptance of the updated policy.
Contact
Questions regarding this policy may be submitted through the DriverProof support resources available within the application or on the DriverProof website.
DriverProof Legal Documentation
Document: Data Retention & Record Integrity Policy
Version: 1.0
Effective Date: July 2026
© 2026 DriverProof LLC. All rights reserved.
