Data retention - Zoho CRM
Module | Data Category | Retention Period | Legal Basis | Action at Expiry |
|---|---|---|---|---|
Leads | Unconverted prospect records | 24 months of inactivity | Legitimate interest | Delete or anonymize |
Contacts | Active customer contact records | 10 years of inactivity | Contractual necessity; Statute of Limitations | Archive, then delete |
Accounts | Company/organization records | 10 years of inactivity or last project duration+ 10 years | Tax/audit obligations; contract limitation period | Archive, then delete |
Project | Company/organization records | Project duration +10 years | Contractual necessity; Statute of Limitations | Archive, then delete |
Deals/Opportunities (Lost) | Closed-lost sales records | 5 years | Legitimate interest | Delete or anonymize |
Deals/Opportunities (Won) | Closed-won sales records | Same retention as the linked account | Contractual necessity | Archive, then delete |
Campaigns | Marketing campaigns, target lists | Until consent withdrawn | Consent | Delete personal data; retain anonymized stats |
Quotes/Invoices | Financial transaction records | 6–7 years (per entity's statutory rules) | Statutory financial record-keeping | Archive per finance policy |
Consent/Preference records | Marketing opt-in/opt-out logs | Until the consent is withdrawn | Accountability (GDPR Art. 5(2)) | Retain metadata after data deleted |
Junk | 6 months |