Data Retention Policy

FILE BUTLER™ Data Retention Policy Effective Date: June 16, 2024 Last Revised: October 11, 2026 This Data Retention Policy explains how long FileButler, owned and operated by Envisage Companies, LLC (together, “FileButler,” “we,” “us,” or “our”), keeps information stored in FileButler, our client portal software at filebutler.io, and how we delete it. It is the FileButler data retention policy referred to in our Terms of Service and Privacy Policy. Policy FileButler retains personal information and Customer Content only as long as reasonably necessary to provide FileButler, maintain business records, comply with legal, regulatory, contractual, and accounting obligations, resolve disputes, enforce agreements, preserve audit records, and protect against fraud, misuse, or unauthorized activity. “Customer Content” means the folders, files, documents, templates, forms, signatures, messages, and other information that subscribers and their invited users upload to or create in FileButler. Retention periods During your subscription. Customer Content stays in FileButler until you or your authorized users delete it, or until your subscription ends. Deleted items. Items you delete move to the FileButler recycle bin, where you can restore them. Items in the recycle bin are permanently deleted after the period shown in FileButler. When your Administrator empties the recycle bin or deletes an item from it, FileButler keeps the item for 90 days, can restore it if you ask at [email protected], and then deletes it permanently. Items kept during these 90 days do not count toward your storage. Signed documents and signature records. Signed documents, certificates of completion, and their audit trails stay in FileButler until you delete them or your subscription ends. Download copies you need to keep before your subscription ends. After your subscription ends. FileButler keeps your Customer Content for 90 days after your subscription ends, and never longer. During those 90 days you may export your Customer Content, or resubscribe to restore full access. After 90 days, Customer Content is permanently and securely deleted, unless a law or court order requires us to keep it longer. Account, billing, and agreement records. Account records, billing and payment records, agreement acceptance records, and security logs may be retained longer as needed for legal compliance, accounting, security monitoring, and dispute resolution. Backups. Copies of Customer Content in routine backups and disaster recovery systems are deleted on our normal backup schedule. While they exist, they remain protected by our Terms of Service and this policy and are not used for any other purpose. How we delete information When records containing personal information are no longer required to be retained, we take reasonable measures to dispose of them by erasing, deleting, deidentifying, or otherwise modifying the information so that it is unreadable or undecipherable through reasonable means. Files stored with our cloud storage provider, Backblaze, Inc., are deleted from that storage. Requests A subscriber may ask us to delete its Customer Content sooner, or to hold it longer for a legal hold, by emailing [email protected] with “Data Retention Request” in the subject line. We will verify the request came from an authorized account administrator before acting on it. If you use FileButler because a business invited you, direct retention requests about your files to that business. Protected health information If a subscriber stores protected health information in FileButler under a Business Associate Agreement with FileButler, we retain it in accordance with this policy, that agreement, and applicable law. Where the Business Associate Agreement requires the return or destruction of protected health information at the end of the relationship, that agreement controls. FileButler provides a Business Associate Agreement to any subscriber on request. Your retention obligations Your business may have its own obligations to keep records for a set period under laws, regulations, contracts, or professional rules that apply to you. FileButler’s retention periods are operational defaults and do not replace those obligations or constitute legal advice about them. You are responsible for downloading, preserving, or transferring any files you are required to keep before account closure, subscription cancellation, or the end of an applicable retention period. FileButler is not responsible for files that are permanently deleted after the applicable retention period, after account closure, or after a user deletes them. Changes to this policy We may update this policy. We will post the updated version with a new effective date and notify account holders with a notice in the portal telling them the policy has been updated. Contact us FileButler Email: [email protected] Envisage Companies, LLC Email: [email protected] Fort Lauderdale, Florida Phone: +1 954-408-4253