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By default, workbook data stays in Vern indefinitely. If your compliance posture requires bounded retention, set a retention policy and Vern will purge automatically on a schedule.

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Set the policy

Go to Settings → Data retention. Pick a window:
  • Forever — data stays until you delete it. This is the default.
  • 7 days
  • 30 days
  • 90 days
  • 180 days
  • 365 days
Each window is measured from the workbook’s last activity. These are the only accepted values — retention is a fixed set of presets rather than a free-text number of days, so there’s no “custom” window. The policy applies to every company under your account.

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What gets purged

When a workbook passes its retention window, Vern deletes:
  • Workbook sheet data (cell values)
  • Uploaded source files
  • Import run history, the agent conversation, and any saved migration state
  • Export files generated from that workbook
Separately, and regardless of workbook activity, Vern sweeps company-scoped data that used to accumulate indefinitely:
  • Integration logs — including the datasets and embeddings derived from them
  • Cached import questions and answers — free text reused across runs
Short-lived artefacts have their own fixed windows and are removed independently of your policy:
  • Export jobs and their files — 24 hours
  • Document extractions and their results — 24 hours
The company itself, magic links, and templates aren’t touched — only customer data.

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What “last activity” means

The clock resets every time a user edits a sheet, runs an import, or makes other changes within the workbook. A workbook in active onboarding never expires; an abandoned one will.

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Closing an account

When you offboard a customer or close an account, Vern removes everything belonging to that tenant — workbooks and their files, integration logs, cached questions, stored credentials, and cached values — not just the data a retention window would have caught. Stored source credentials are purged from the secret store and any cached copies cleared at the same time, so a deleted tenant leaves no usable credential behind.
Offboarding is deliberately not a self-serve button. It’s irreversible bulk deletion, so it runs as a confirmed operation with a dry-run first — ask us and we’ll walk it through with you.

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Access and audit

Two things worth knowing when someone asks how customer data is protected day to day:
  • Exporting is Admin-only. Downloading a sheet or workbook is restricted to Admins, because it materialises a full dataset into a file that leaves Vern. See Team.
  • Administrative actions and data access are logged. Vern keeps an append-only record of privileged operations, so “who exported this, and when?” has an answer.
Uploaded logos and avatars are stored privately and served through short-lived signed links rather than public URLs.

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Compliance posture

This is the simplest path to a data-minimization story. If your customers ask “how long does Vern keep our data?”, this is the answer. For stronger guarantees (per-workbook policies, immediate purge), contact us.

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Next

  • Team — roles, and who can export.
  • API keys — control programmatic access.