Data Retention Policy

This Data Retention Policy describes how long Fortris™ AI ("Fortris," "we," or "us") retains Customer Data collected through its fleet-intelligence platform, including video footage, telematics streams, event metadata, coaching records, and account information. It is incorporated by reference into our Terms of Service and supplements our Privacy Policy.

1. Purpose and Scope

Fortris processes large volumes of operational data on behalf of fleet operators, including continuous video from driver-facing and road-facing cameras, vehicle telematics, AI-generated safety events, coaching interactions, and administrative records. Retaining this data for appropriate – but not unlimited – periods balances the operational value our customers derive from it against storage costs, privacy expectations, and regulatory obligations.

This policy applies to all data categories ingested, generated, or stored by the Fortris platform on behalf of a Customer, regardless of geographic location. Where a Customer's Master Subscription Agreement or Order Form specifies a different retention period, that contractual term controls.

2. Standard Retention Schedule

Unless a Customer elects an extended-retention add-on or a legal-hold obligation applies, the following default retention periods govern:

2.1 Deletion Cadence

Automated deletion jobs run nightly. Data that has exceeded its retention window is marked for deletion and purged from primary storage within 24 hours. Backup copies are overwritten within the 35-day PITR cycle. We do not guarantee instant deletion upon expiry but ensure purging completes within the stated backup window.

3. Preserving Data Beyond Standard Retention

3.1 Flagging / Bookmarking

Authorized users may flag individual video clips or events in the Fortris dashboard. Flagged items are excluded from automated deletion and retained until the flag is removed or the subscription terminates, whichever occurs first.

3.2 Exporting

Customers may export data at any time through the Fortris dashboard in standard formats (CSV for telemetry, MP4 for video, PDF for reports). Exported data is governed by the Customer's own retention policies once it leaves the Fortris platform.

3.3 Extended Retention Add-On

Customers who require longer retention may purchase an Extended Retention Add-On. Under this add-on:

• Video footage may be retained for up to 90 days from capture.
• Telematics and event metadata may be retained for up to 1 year.
• Custom retention periods can be negotiated for enterprise accounts.
• Pricing is based on the volume of data stored and the length of retention selected.

3.4 Legal Hold

When Fortris receives a written legal-hold request from a Customer – or is subject to a legal-hold obligation of its own – affected data is suspended from automated deletion until the hold is lifted. Customers should direct legal-hold requests to legal@fortris.ai.

4. AI Training and Aggregated Data

• Fortris may use de-identified, aggregated data derived from Customer Data to train and improve its AI models, including safety-event detection, driver-behavior scoring, and predictive-maintenance algorithms.
• No raw video footage or personally identifiable information (PII) is used for model training without explicit Customer consent.
• Aggregated data is stripped of all direct and indirect identifiers before use and cannot be re-linked to a specific driver, vehicle, or Customer.
• Customers may opt out of aggregated-data use by notifying Fortris in writing. Opt-out does not affect the functionality of the platform.
• Model-training data is retained indefinitely, as described in Section 2 above, because it cannot be attributed to any individual or entity.

5. Customer Rights

• Access: Customers may request a summary of the data categories retained on their behalf and the applicable retention periods at any time.
• Export: Customers may export their data in machine-readable formats through the dashboard or by request to support.
• Deletion: Customers may request early deletion of specific data categories. Fortris will process such requests within 30 days, subject to any overriding legal or contractual retention obligations.
• Correction: Customers may request correction of inaccurate account or configuration data at any time.
• Portability: Upon request, Fortris will provide a complete data export in standard formats to facilitate migration to another provider.

Individual drivers or other data subjects whose personal data is processed through the Fortris platform should direct access, deletion, and correction requests to the Customer (the fleet operator), who acts as the data controller. Fortris will assist the Customer in responding to such requests as required by applicable law.

6. Data Handling at Termination

6.1 Transition Window

When a Customer's subscription terminates – whether by expiration, non-renewal, or cancellation – Fortris provides a 90-day transition window during which:

1. The Customer retains read-only access to the dashboard for data review and export.
2. All data export functions remain available.
3. No new data is ingested from the Customer's devices.

6.2 Deletion Procedure

After the transition window closes:

1. All Customer Data in primary storage is queued for deletion and purged within 30 days.
2. Backup copies are overwritten within the 35-day PITR cycle following primary deletion.
3. Billing records and audit logs are retained for their full statutory periods as noted in Section 2, even after Customer Data is deleted.

6.3 Certificate of Destruction

Upon request, Fortris will issue a Certificate of Destruction confirming that all Customer Data (excluding legally mandated records) has been permanently deleted from primary and backup storage.

6.4 Exceptions

Fortris may retain limited data beyond the transition window if required by applicable law, regulation, or an active legal-hold obligation. In such cases, Fortris will notify the Customer and retain only the minimum data necessary to satisfy the requirement.

7. Public-Sector and Records-Law Considerations

Customers that are government agencies or public-sector entities may be subject to records- retention laws that differ from the default schedule in Section 2. Fortris supports these requirements as follows:

• Custom retention schedules can be configured per Customer to align with applicable records-retention statutes (e.g., state public-records laws, FOIA requirements, DOT audit-retention mandates).
• Litigation-hold capabilities allow designated administrators to preserve specific data categories for the duration of an investigation, audit, or legal proceeding.
• Compliance reporting – Fortris can provide retention-schedule attestations and data-inventory reports to support public-sector compliance audits.

8. How Our Retention Compares

The table below provides a general comparison of default retention periods across major fleet-intelligence platforms. Actual periods may vary by plan tier and contract.

9. Policy Review and Updates

This policy is reviewed at least annually by the Chief Software Officer and updated as necessary to reflect changes in applicable law, regulatory guidance, industry best practices, or platform capabilities. Material changes will be communicated to Customers at least 30 days before they take effect, via email or in-app notification. The "Effective Date" and "Version" fields at the top of this document will be updated with each revision.

10. Contact

If you have questions about this Data Retention Policy, please contact:

Battle Motors, Inc.
Attn: Fortris™ AI – Data Retention Inquiries
1325 Galvin Road South
Bellevue, NE 68005
United States

Email: info@fortris.ai
Web: fortris.ai