Data Management

An industrial plant's data — alarm history, maintenance records, agent conversations, security audits — is critical information that must be retained for defined periods and deleted correctly when no longer needed. This module defines how long data is retained, how to export it, and how to delete it in a documented and verifiable way.

What is it for?

Data management is an administrator responsibility, not just a technical function. It serves to:

• Comply with data protection regulations that require defined retention periods
• Export the full platform history for external audits or migrations
• Delete data in a documented way when changing providers or closing operations
• Control which new (beta) features are active for your organization

How does it work?

Data follows a three-stage lifecycle:

Enterprise plans can customize these periods based on their regulatory requirements — for example, pharmaceutical or food plants that require 5 or 10 year retention.

How to use it?

View the active retention policy

Go to Administration > Data Management to see the retention periods configured for your organization. The most recent data is always available for immediate query. Archived data can be queried but may take a few additional seconds to load.

Export all organization data

To download a complete backup of all data — useful for audits, migrations, or regulatory compliance:

1. Go to Administration > Data Management.
2. Click Export data.
3. Select the format (JSON for technical processing).
4. Confirm the export.

The process runs in the background because it may take several minutes depending on data volume. When ready, you will receive an email with the download link — valid for 24 hours.

The export includes all organization records:

• Agents, tools, and configurations
• Event and alarm history
• Tasks and work orders
• WhatsApp and email conversations
• Assets and maintenance plans
• Users, roles, and permissions
• Complete audit records
• Reports, data extractions, and collections

Request data deletion

Complete data deletion is an irreversible action. It can only be performed by the account owner or an authorized Rela AI administrator:

1. Go to Administration > Data Management.
2. Click Request data deletion.
3. Read the warning and confirm you understand the action is irreversible.
4. Enter the confirmation code displayed on screen.

The system waits 72 hours before executing the deletion — a grace period to cancel if it was a mistake. After 72 hours, all data is deleted and a deletion certificate is generated that documents what data was deleted and when.

The deletion certificate can be useful for demonstrating regulatory compliance (GDPR, local data protection laws, etc.).

Manage beta features (Feature Flags)

The system allows activating or deactivating specific features per organization — useful when Rela AI is testing a new feature and you want to evaluate it before it becomes available to everyone:

1. Go to Administration > Features.
2. You will see the list of features available for your plan with their current status.
3. Beta features can be activated or deactivated according to your needs.

Contact Rela AI support to request early access to features currently in development.

Key benefits

• Automatic data lifecycle — no manual file management or periodic cleanup needed
• Complete export for audits, migrations, or security backup
• 72-hour grace period before executing permanent deletions
• Deletion certificate to demonstrate regulatory compliance
• Customizable retention periods for Enterprise plans with special requirements
• 24-month usage history for analysis and audit

Common use cases

Scenario 1: ISO certification audit An industrial plant is being audited to renew its ISO 9001 certification. The auditor requests evidence of the last 12 months of preventive maintenance, alarm records, and safety inspection history. The administrator exports all platform data, extracts the relevant records from the JSON file, and presents them to the auditor. All information is available with exact timestamps and cannot be modified.

Scenario 2: Personal data law compliance A former employee formally requests deletion of their personal data (name, email, phone) from all systems. The administrator identifies the employee's records in the platform, deletes the specific personal data, and generates documentation of the process for the legal team. The deletion certificate serves as evidence of compliance with the request.

Scenario 3: Migration to a new Enterprise instance A company on the Professional plan decides to migrate to a dedicated Enterprise configuration. To preserve 18 months of operational history, they export all data before the migration, and the Rela AI team imports the history to the new Enterprise instance. Operations continue with all historical data available and without service interruption.