Back to Home Road Asset
Legal

Data Storage & Retention

Transparent policies for data handling, storage duration, and compliance features designed for government and enterprise requirements.

Last updated: January 2026

Overview

RoadAsset is committed to transparent data handling practices. This policy outlines how we store, retain, and protect your road infrastructure data, including videos, GPS tracks, and tagged assets.

For Government & Enterprise: We offer extended retention periods, legal hold capabilities, and compliance features through our Enterprise and Government plans.

Retention by Plan

PlanVideo RetentionAsset DataGPS Tracks
Free30 daysPermanentPermanent
Basic90 daysPermanentPermanent
ProUnlimitedPermanentPermanent
EnterpriseUnlimited + Legal HoldPermanentPermanent
GovernmentUnlimited + Legal HoldPermanentPermanent

Tagged assets (bounding boxes, classifications, metadata) are preserved permanently on all plans.

GPS tracks and geolocation data are preserved permanently on all plans.

Video files are subject to retention limits on Free and Basic plans. You will receive email notification 7 days before deletion.

What Data We Store

Project Data

  • Video files (MP4, MOV)
  • Extracted 360 frames
  • Video thumbnails
  • GPS track visualizations

Asset Data

  • Tagged asset records
  • Bounding box coordinates
  • GPS coordinates per asset
  • AI classification results

Legal Hold

Enterprise & Government

Legal Hold is a compliance feature that prevents any deletion of project data, including videos, frames, and assets. This is essential for:

  • Litigation & Legal Discovery

    Preserve evidence for ongoing or anticipated legal proceedings

  • Government Audits

    Maintain data integrity for regulatory compliance audits

  • Insurance Claims

    Protect documentation for insurance and liability purposes

How Legal Hold Works

  • 1. Organization Owner enables Legal Hold on a project with a mandatory reason
  • 2. All deletion operations are blocked (manual and automatic)
  • 3. Project displays "LEGAL HOLD" badge for visibility
  • 4. All enable/disable events are logged in audit trail
  • 5. Only Organization Owner can disable Legal Hold

Deletion Process

Automatic Video Deletion (Free & Basic Plans)

  • 7 days before deletion: Email warning sent to project owner
  • On deletion date: Video files and extracted frames are permanently removed
  • After deletion: Tagged assets, GPS tracks, and metadata remain accessible

Manual Project Deletion

  • Projects can be deleted by the owner at any time
  • Deletion removes all associated data (videos, assets, GPS tracks)
  • Projects under Legal Hold cannot be deleted until hold is removed

Account Termination

  • 30-day grace period after account cancellation
  • Data export available during grace period
  • Projects under Legal Hold are preserved until hold is explicitly released

Data Export

You can export your data at any time through the dashboard. Available export formats include:

  • YOLO format (for ML training)
  • Pascal VOC XML format
  • CSV/Excel spreadsheets
  • GeoJSON for GPS tracks
  • Full project backup (Enterprise/Government)

Questions About Data Retention?

Contact our team for specific compliance requirements or enterprise needs.

Contact Sales
enmsid