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This page explains MileApp’s data retention policy, detailing how long different types of data are stored in the system and what happens after the retention period ends.

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What is Data Retention?

Data retention refers to the period during which MileApp stores your organization’s data in the system. Different types of data have different retention periods based on their purpose, regulatory requirements, and operational needs. Understanding these retention periods helps you manage your data effectively and comply with your organization’s data governance policies.

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Data Retention Summary

The following table provides a quick overview of retention periods for all data types in MileApp:
Data TypeRetention PeriodAfter Retention Period
Task Data1 YearAutomatically deleted
Task History1 YearAutomatically deleted
Location History1 YearAutomatically deleted
Routing Results1 YearAutomatically deleted
Routing Result Histories1 YearAutomatically deleted
Dispatch Results1 YearAutomatically deleted
Automation Logs30 DaysAutomatically deleted
Export your important data regularly to maintain records beyond MileApp’s retention periods. Use the Data Export feature or API to download data before it expires.

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Detailed Data Retention Policies

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Task Data

What is Task Data? Task data includes all information related to your field operations such as deliveries, pickups, visits, inspections, and other work activities. This encompasses task details, customer information, proof of delivery, photos, signatures, timestamps, and all custom fields defined in your Flow. Retention Duration: 1 Year What Happens After Retention: After one year from the task creation date, task data is automatically and permanently deleted from the system. This includes:
  • All task details and custom fields
  • Customer information
  • Proof of delivery (photos, signatures, notes)
  • Task status and completion information
How to Preserve Your Data:
  • Export task data regularly using the Data Export feature
  • Download task reports before the one-year period expires
  • Set up automated exports via API for important records

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Task History

What is Task History? Task history records all changes and updates made to tasks throughout their lifecycle. This includes status changes, reassignments, modifications to task details, location updates, and any other actions performed on tasks. Task history provides an audit trail of all task-related activities. Retention Duration: 1 Year What Happens After Retention: After one year from the initial task creation, all task history records are automatically deleted. This includes:
  • Status change logs
  • Task modification history
  • Reassignment records
  • Field update tracking
How to Preserve Your Data:
  • Export task history data along with task data for comprehensive records
  • Review task history reports regularly for operational insights
  • Archive critical audit trails to your own systems

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Location History

What is Location History? Location history stores GPS coordinates and tracking information from field workers’ mobile devices. This data is collected when workers activate the tracking feature through the Start Trip functionality. Location points are recorded at intervals defined in your organization’s settings. Retention Duration: 1 Year What Happens After Retention: After one year from the location data capture date, all location history records are automatically deleted. This includes:
  • GPS coordinates (latitude/longitude)
  • Timestamps of location captures
  • Associated user information
How to Preserve Your Data:
  • Export location data regularly if needed for compliance or analysis
  • Use the tracking visualization features to review routes before data expires
  • Configure appropriate tracking intervals to balance data accuracy and storage

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Routing Results

What are Routing Results? Routing results contain the optimized route plans generated by MileApp’s route optimization engine. These results include the sequence of stops for each vehicle, calculated routes, estimated arrival times, distances, and task assignments. Retention Duration: 1 Year What Happens After Retention: After one year from the routing calculation date, routing results are automatically deleted. This includes:
  • Optimized visit sequences
  • Vehicle assignments
  • Route calculations and metrics
  • Distance and duration estimates
How to Preserve Your Data:
  • Review and dispatch routing results promptly after generation
  • Export routing data for historical analysis and planning
  • Archive routing results that serve as evidence of operational decisions

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Routing Result Histories

What are Routing Result Histories? Routing result histories maintain records of all route optimization calculations performed in your organization. This includes previous versions of routes, recalculations, adjustments, and the complete history of routing decisions. Retention Duration: 1 Year What Happens After Retention: After one year, all routing result history records are automatically deleted. This includes:
  • Previous routing calculation attempts
  • Routing parameter changes
  • Recalculation records
  • Historical routing metrics
How to Preserve Your Data:
  • Use routing history to analyze optimization effectiveness
  • Export historical routing data for trend analysis
  • Document routing strategy changes for future reference

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Dispatch Results

What are Dispatch Results? Dispatch results record the outcome of applying routing results to actual tasks and field workers. This includes which tasks were dispatched to which workers, when dispatching occurred, and acceptance status. Retention Duration: 1 Year What Happens After Retention: After one year from the dispatch date, dispatch result records are automatically deleted. This includes:
  • Task-to-worker assignments
  • Dispatch timestamps
  • Acceptance/rejection records
  • Post-dispatch modifications
How to Preserve Your Data:
  • Monitor dispatch acceptance rates for operational insights
  • Export dispatch data for workforce management analysis
  • Coordinate dispatch data exports with task data exports

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Automation Logs

What are Automation Logs? Automation logs track the execution of all automation rules in your organization. This includes when automations are triggered, what actions were performed, whether execution was successful or failed, and detailed error information. Retention Duration: 30 Days What Happens After Retention: After 30 days from the automation execution date, all automation log entries are automatically deleted. This includes:
  • Automation trigger events
  • Execution status (success/failure)
  • Error messages and details
  • Webhook response data
How to Preserve Your Data:
  • Monitor automation logs regularly to catch issues early
  • Export logs for automations critical to business operations
  • Set up alerting for automation failures within the 30-day window
  • Document automation issues and resolutions

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How to Export Your Data

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Using Data Export Feature

To export your data through the web portal: Step 1: Navigate to Data Export Go to Tasks > Data Export in the MileApp web portal. Step 2: Create New Export Click the New button to configure your export. Step 3: Configure Export Settings
  • Select date range for the data you want to export
  • Choose the hub
  • Select the flow type
  • Enable data toggles for specific information
Step 4: Export and Download Click Export and wait for the file to be ready. Download the file once the status shows “Available”.
Export files are available for download for 30 days. Make sure to download your files before they expire.

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Using API

For automated data exports, use MileApp’s API endpoints: Export Tasks: 
POST /tasks/export
GET /tasks/export-log
Export Data: 
POST /data/export
For complete API documentation, visit the Export Task API page.

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Best Practices for Data Management

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Regular Export Schedule

To maintain data beyond MileApp’s retention periods:
  1. Set Up Monthly Exports
    • Schedule regular exports of critical data
    • Export at least quarterly for compliance purposes
    • Maintain your own archive storage
  2. Automate Export Processes
    • Use MileApp’s API to automate export operations
    • Integrate exports with your backup systems
    • Monitor export success/failure
  3. Verify Export Completeness
    • Check export logs to ensure all data was exported
    • Validate exported files contain expected data
    • Test restore procedures from exported data

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Monitor Your Data

Stay proactive about data retention:
  1. Track Data Age
    • Know when your critical data will expire
    • Set calendar reminders for important exports
    • Review data regularly
  2. Review Automation Logs
    • Check automation logs weekly for failures
    • Export critical automation logs before they expire
    • Document recurring issues
  3. Maintain External Backups
    • Store exported data in secure cloud storage
    • Maintain organized file naming conventions
    • Document data retention procedures

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Compliance Considerations

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Regulatory Requirements

Different industries have specific data retention requirements:
  • Healthcare: Medical records often require 7-10 years retention
  • Financial Services: Transaction records may need 5-7 years retention
  • Legal Services: Case-related documents often require extended retention
  • Government Contractors: May have specific retention requirements
If your organization operates in a regulated industry, implement your own data archival systems to meet compliance requirements.

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Your Responsibilities

As a MileApp user, you are responsible for:
  1. Understanding Your Requirements
    • Know your industry’s data retention regulations
    • Consult legal counsel for compliance guidance
    • Document your data retention procedures
  2. Maintaining Your Own Archives
    • Export data before MileApp’s retention periods expire
    • Store data securely in your own systems
    • Ensure archived data is accessible when needed
  3. Compliance Documentation
    • Maintain records of your export activities
    • Document data retention justifications
    • Keep evidence of compliance procedures

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Frequently Asked Questions

Q: Can I extend the retention period for my organization? A: No, retention periods are standardized across all MileApp organizations. To maintain data longer, export it regularly and store it in your own systems. Q: What happens if I need data that’s been deleted? A: Once data is deleted after the retention period, it cannot be recovered. Always export important data before it expires. Q: How do I know when my data will be deleted? A: Data retention periods start from the creation date. For tasks, count one year from task creation. For automation logs, count 30 days from execution. Q: Can I export all my data at once? A: Yes, use the Data Export feature to export task data. You can configure exports to include all data types and date ranges. Q: Are retention periods different for paid vs. free plans? A: No, data retention periods are the same for all plan types. Q: What format is exported data provided in? A: Data can be exported in XLSX (Excel) or JSON formats depending on the export type and configuration. Q: How long are export files available for download? A: Export files are available for 30 days after creation. Download them promptly to ensure you don’t lose access. Q: Can I automate data exports? A: Yes, MileApp provides API endpoints for automating exports. See the Export Task API documentation for details. Q: Does deleting an organization immediately delete all data? A: Data deletion depends on the retention policies. Some data may be moved to Trash with a 30-day grace period before permanent deletion. Q: What should I do if I accidentally delete important data? A: Check the Trash in Settings > Trash. Deleted items can be restored within 30 days. After 30 days, data cannot be recovered.

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Need Help?

If you have questions about data retention or need assistance with exporting your data: