Licensed to be used in conjunction with basebox, only.
// security
Deletion
Applies to
Product: Cloud · Server · Audience: Security / Compliance reviewer
How users and administrators delete data, what is deleted immediately and what on schedule, how backups come into play, and how the deletion of a whole organization or a server is handled. The Infrastructure policy lists the deletability of locally stored content (history, RAG files) as implemented.
Who can delete what
| Data | Who | How | Effect |
|---|---|---|---|
| Single chat | User | Trash icon in the chat, confirmation (Chat history & data) | Immediately from the browser; all chats by clearing the browser data. Not recoverable, as not stored on the server |
| Own connector credentials | User | The connector's user settings | Immediately; the next tool call fails |
| Document from a knowledge base | Administrator | The app's knowledge base (Knowledge bases) | Original, extracted text and search index (passages and embeddings) are removed |
| App including knowledge base | Administrator | App management | App, configuration, knowledge base |
| User account | Administrator | User management (Users) | Account and access immediately; which user data (chats, credentials) is deleted along with it, see below |
| API key | Administrator / developer | Revocation (API keys) | Immediately invalid |
| Audit entries | Nobody manually | Only via the configured retention period (Retention) | On schedule – audit entries are not meant to be individually deletable |
| Whole organization | basebox (Cloud) · Platform Operator (Server) | Contractually or administratively, see below | All data of the organization |
Immediate or scheduled
- Immediate: everything users and administrators delete in the application is gone for the application immediately – there is no recycle bin with retention.
- Scheduled: invitations after 14 days; temporary RAG files after processing.
- Delayed by backups: deleted data remains in backups until their rotation (7 days in the Cloud). A deletion commitment must include this period; cleaning individual backups is not foreseen in practice.
Deleting an organization
basebox Cloud. After contract end you can export your data for 30 days; basebox supports the export in a common format as agreed with you. Then basebox deletes your environment – organization, realm, databases, media –; the last backups expire 7 days later. You can export the audit log as CSV yourself (Audit Log); knowledge base documents you hold anyway. The DPA and your contract are authoritative.
basebox Server. You delete yourself: remove the Helm release, delete PVCs and CloudNativePG clusters, destroy backups, securely wipe or physically destroy disks – following your media sanitization concept. Under operation by basebox, deletion is part of the end of the engagement, with a record (Customer-managed operation → Handover describes the reverse direction). When hosted at basebox, the hardware remains yours; you agree the return or destruction of the disks with basebox.
basebox Cloud (transition phase until November 2026). basebox moves the accounts to the Cloud; afterwards the basebox Cloud paragraph applies. basebox deletes your data in the transition-phase environment after the move; the backups expire after 7 days at the latest. Google logs model requests for abuse detection for no longer than 30 days.
Implementing data subject rights
For an erasure request under Art. 17 GDPR in your organization:
- Delete or deactivate the account of the data subject (administrator).
- Chat history of the data subject: sits in their browser, not on the server – the organization does not hold it and need not delete it. Server-side, conversation content sits only in the audit log, and only if the Audit Log Level is set to "High"; for its retention see item 4.
- Remove documents concerning the data subject from knowledge bases – this is content work, not a system function; the knowledge base search helps to find them.
- Audit entries: the application provides no individual deletion. If an erasure request concerns audit entries with prompts, contact support@basebox.ai.
- Backups: include the rotation period in the answer.
- Export files (audit CSV, SIEM forwarding) – clean up in your own systems.
For access requests (Art. 15), the audit export and user management deliver the metadata; chat content can be viewed and saved by the user themselves (Back up chats).
What basebox does not do
basebox does not restore deleted data, does not use content for training and does not pass it on to third parties – unless an order from an authority or court requires it; where permitted and possible, basebox informs you beforehand. On a server without an operations contract basebox cannot delete or restore anything because it has no access.
Next step: Data processing & sub-processors · Cloud security