Last Updated: January 6, 2025
Key Principle: PromptFence gives you control over what gets logged. Choose metadata-only mode for minimal data collection, or enable full prompt logging for comprehensive audit trails and compliance requirements.
1. Overview
This Data Retention Policy explains what data PromptFence collects, how long we retain it, and how we handle data deletion. Our approach is designed to provide security oversight while respecting user privacy.
2. Data We Collect
2.1 Account Data
When you create an account, we collect:
- Organization name - Your company or team name
- Admin email - Email address of the account owner
- User emails - Email addresses of invited team members
- Billing information - Processed and stored by Stripe (not on our servers)
Retention: Stored for the lifetime of your account. Deleted within 30 days of account deletion.
2.2 Event Data
When the extension blocks or warns about an action, we log the following (with optional full prompt capture based on your settings):
- Timestamp - When the event occurred
- Website - The AI platform where the action was attempted (e.g., "chat.openai.com")
- User email - Which team member triggered the event
- Action type - The type of action (paste, file upload, etc.)
- Policy triggered - Which blocking rule was applied
Optional Prompt Logging (admin-controlled):
Administrators may enable full prompt and response logging for compliance and audit purposes. This feature:
- Is disabled by default
- Requires two-factor authentication (2FA) to enable
- Requires 2FA to view logged content
- Content is encrypted at rest
What we never log:
- ❌ The contents of uploaded files
- ❌ Activity on non-AI websites
- ❌ Browsing history outside monitored platforms
Retention: Event logs are automatically deleted after 90 days.
2.3 Configuration Data
Organization-level settings and policies, including:
- Blocking policies and rules
- Whitelisted sites
- Custom text patterns to detect
- Extension settings
Retention: Stored for the lifetime of your account. Deleted within 30 days of account deletion.
2.4 Authentication Tokens
User tokens for browser extension activation are:
- Generated upon user invitation
- Stored securely in the extension's local storage
- Validated against our backend on each use
Retention: Tokens remain valid until the user is removed or the organization is deleted.
3. Data Retention Periods
| Data Type |
Retention Period |
Deletion Trigger |
| Event Logs (Metadata) |
90 days |
Automatic deletion after 90 days |
| Prompt Content (if enabled) |
90 days |
Automatic deletion after 90 days |
| Account Data |
Lifetime of account |
30 days after account deletion |
| User Information |
Lifetime of account |
Immediately when user is removed |
| Configuration & Policies |
Lifetime of account |
30 days after account deletion |
| Magic Links (Login) |
15 minutes |
Auto-expire after single use or 15 min |
| Session Tokens |
7 days |
Auto-expire after 7 days of inactivity |
| Billing Records |
7 years |
Legal requirement for financial records |
4. Data Storage and Security
4.1 Infrastructure
PromptFence uses industry-standard cloud infrastructure:
- Database: PostgreSQL hosted on Railway
- Backend: FastAPI application on Railway
- Payments: Stripe (PCI DSS compliant)
4.2 Encryption
- In Transit: All data is encrypted using TLS 1.3
- At Rest: Database encryption provided by Railway
- Tokens: User tokens are hashed before storage
4.3 Access Controls
- Database access is restricted to authorized personnel only
- All administrative actions are logged
- Multi-factor authentication required for infrastructure access
5. Data Deletion
5.1 Automatic Deletion
The following data is automatically deleted:
- Event logs: Purged every 24 hours for logs older than 90 days
- Expired sessions: Removed daily
- Expired magic links: Removed after 15 minutes
5.2 User-Initiated Deletion
Administrators can delete:
- Individual users: User data deleted immediately, their event logs remain for 90 days
- Entire organization: All data (except billing records) deleted within 30 days
5.3 Account Cancellation
When you cancel your subscription:
- Your organization is marked as inactive immediately
- Browser extensions stop functioning
- Event logs continue auto-deletion on 90-day schedule
- Account and configuration data deleted after 30 days
- Billing records retained for 7 years (legal requirement)
5.4 Right to Deletion
You can request immediate deletion of your data by contacting [email protected]. We will comply within 30 days, except for billing records which must be retained for legal compliance.
6. Data Export
You can export your data at any time through the dashboard:
- Event logs: Export as CSV or JSON
- User list: Export team members and their status
- Configuration: Export your policies and settings
7. Third-Party Data Sharing
PromptFence does not sell or share your data with third parties, except:
8. Data Breach Notification
In the unlikely event of a data breach:
- We will notify affected customers within 72 hours
- Notification will include the nature of the breach and data affected
- We will provide guidance on protective measures
- Regulatory authorities will be notified as required by law
9. Children's Privacy
PromptFence is not intended for use by individuals under the age of 18. We do not knowingly collect data from children. If we discover such data, it will be deleted immediately.
10. Changes to This Policy
We may update this Data Retention Policy periodically. Material changes will be communicated via email to account administrators. Continued use after changes constitutes acceptance.
11. Contact Us
For questions about data retention or to request data deletion: