A professional data-retention and file-storage policy template for real estate photographers and 3D tour providers, covering active storage windows, archive periods, retrieval fees, and deletion requests.
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The Data Retention File Storage Policy is a professional template designed for real estate photographers, 3D tour creators, and reality-capture specialists. It documents how long delivered project files are kept in active and archive storage, what fees apply to retrieve archived assets, how third-party platforms such as Matterport and iGUIDE fit into the retention picture, and the process for permanent deletion—giving both the service provider and client a clear, written record of file-handling obligations.
The Data Retention File Storage Policy is appropriate any time a real estate photographer or 3D tour provider delivers digital assets—still images, video walkthroughs, Matterport or iGUIDE tours, or drone footage—and needs to set client expectations about re-download windows, archive periods, retrieval fees, and deletion rights. It is especially useful when onboarding new listing clients, updating existing service agreements, or responding to client questions about accessing older project files.
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After delivering your project files, this policy commits the Service Provider to maintaining an active copy of all edited assets for a clearly defined **active storage window**—typically 90 days. During this period, clients can re-download images, video, and 3D tour assets from the delivery portal at no charge.
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Once the active window closes, files move to an archive tier for an additional period (typically 12 months). The policy spells out exactly how many business days it takes to restore archived files and how many days' notice you'll provide before discontinuing archive storage altogether—so there are no surprises on either side.
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Need to pull a listing back out of the archive? This section sets a flat **per-project retrieval fee**, payable before the restore process begins, and defines a short re-access window after retrieval so clients can download what they need.
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This section clarifies the split responsibility between your local backup practices and the third-party platform's own hosting terms. Clients learn exactly what you control—and what they need to manage directly with Matterport, iGUIDE, or similar providers—preventing costly misunderstandings when a live tour link goes dark.
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Clients can request permanent deletion of any stored project by emailing a designated address. The policy defines acknowledgment and completion timelines in business days and requires written confirmation of deletion—giving both parties a clear, auditable record that the files are gone for good.
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