> ## Documentation Index
> Fetch the complete documentation index at: https://ahasend.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

> ## Agent Instructions
> AhaSend stores all message data in the EU. See /facts.
> The API base URL is https://api.ahasend.com. Send the API key in the Authorization: Bearer header. See /api-reference/authentication.
> Use send.ahasend.com for SMTP. Ports 25, 587 and 2525 use STARTTLS. Port 465 is not supported. See /smtp.
> For send-only integrations, create an API Key v2 under Credentials → Add and scope it to messages:send:{your-domain}. See /send-api/credentials and /api-reference/scopes.

# Email Data Retention Settings

> Set AhaSend email content and metadata retention within your plan limits, check the seven-day defaults, and request approval for zero data retention.

AhaSend retention settings control how long message metadata and content remain available; this guide explains the defaults, plan ranges and per-message overrides.

Available on Free, Pro and Max; the retention ranges depend on your plan, and zero message-data retention needs approval. See [plans and features](https://ahasend.com/docs/facts.md#plans-and-features).

> [!NOTE]
>
> Choose retention periods that fit your privacy policy. A retention setting alone does not establish compliance with a law or standard.

## Retention Limits

| Setting | Free | Pro | Max | New-account default |
| - | - | - | - | - |
| Message metadata | 1–7 days | 1–14 days | 1–30 days | 7 days |
| Message data | 1–7 days | 0–14 days | 0–30 days | 7 days |

Zero data retention needs approval from AhaSend, to prevent abuse. Per-message retention headers are capped at the plan's maximum. Both settings are configurable within your plan's range.

All message data is stored in the EU. See [data location and the data processing agreement](https://ahasend.com/docs/facts.md). After retention expires, the affected content or metadata is no longer available; [S3 archives](https://ahasend.com/docs/retention/s3.md) have their own storage policy.

## Message Data vs Metadata

Understanding the difference between data and metadata helps you set appropriate retention policies:

> [accordion] Message Metadata
>
> **Minimal tracking information kept for delivery monitoring:**
>
> * Message ID and email subject
> * From and recipient email addresses
> * Message direction (outbound/inbound)
> * Delivery status (received, delivered, bounced, failed)
> * Delivery attempt logs and timestamps
>
> **Retention:** 1 day to your plan's maximum (see the table above)

> [accordion] Message Data
>
> **Complete email content and details:**
>
> * All email headers
> * HTML and plain text body content
> * File attachments
> * Full message payload
>
> **Retention:** Within your plan's range; 0 days needs approval
>
> > [!WARNING]
> >
> > **Message routing needs message data.** Keep message data retention at 1 day or more on any account that uses [message routing](https://ahasend.com/docs/integrations/routing.md).

## Account-Wide Settings

Configure default retention periods for your entire account:

**1. Access Retention Settings**

1. **Log in** to your [AhaSend Dashboard](https://dash.ahasend.com)
2. **Navigate** to **[Account Settings](https://dash.ahasend.com/account/-/settings)**
3. **Find** the **Retention Policy** section

**2. Set Default Periods**

**Configure retention periods:**

* **Message Metadata:** Within your plan's range (new-account default: 7 days)
* **Message Data:** Within your plan's range (new-account default: 7 days)

> [!WARNING]
>
> **Minimum Requirements:** Message metadata requires at least 1 day retention for delivery tracking. Message data can be set to 0 days on Pro and Max after approval from AhaSend. Accounts that use message routing must keep message data for at least 1 day: routes deliver inbound emails from stored message data and stop working at 0 days.

**3. Save Changes**

**Apply settings** to all future emails sent through your account.

> [!NOTE]
>
> **Existing Data:** Changes only affect new emails. Previously sent emails retain their original retention settings.

## Per-Message Overrides

Override account defaults for specific emails using special headers:

### SMTP Headers

When sending via SMTP, add these headers to individual emails:

```plaintext theme={null}
ahasend-metadata-retention: 7
ahasend-data-retention: 0
```

> [accordion] ahasend-metadata-retention
>
> **Controls metadata retention period:**
>
> * **Value:** Integer from 1 to your plan's maximum (days)
> * **Purpose:** Set how long delivery tracking data is kept
> * **Example:** `ahasend-metadata-retention: 7` (keep for 7 days)

> [accordion] ahasend-data-retention
>
> **Controls full email data retention:**
>
> * **Value:** Integer within your plan's range (days); 0 needs approval
> * **Purpose:** Set how long complete email content is stored
> * **Example:** `ahasend-data-retention: 0` (delete immediately)

### API v1 Implementation

For API v1, include retention headers in your message payload:

```json theme={null}
{
  "from": {
    "email": "hello@yourdomain.com",
    "name": "Your Company"
  },
  "recipients": [
    {
      "email": "user@example.com",
      "name": "John Doe"
    }
  ],
  "content": {
    "subject": "Sensitive Information",
    "text_body": "This email contains sensitive data.",
    "headers": {
      "ahasend-metadata-retention": "1",
      "ahasend-data-retention": "0"
    }
  }
}
```

### API v2 Implementation

For API v2, use the dedicated retention fields:

```json theme={null}
{
  "from": {
    "email": "hello@yourdomain.com",
    "name": "Your Company"
  },
  "recipients": [
    {
      "email": "user@example.com",
      "name": "John Doe"
    }
  ],
  "subject": "Sensitive Information",
  "text_content": "This email contains sensitive data.",
  "retention": {
    "metadata": 1,
    "data": 0
  }
}
```

> [!NOTE]
>
> **Full API v2 Documentation:** See the [Create Message API reference](https://ahasend.com/docs/api-reference/messages/create-message.md) for complete documentation on all available fields and options.

> [!NOTE]
>
> **Header Removal:** Retention headers are automatically removed before email delivery and never visible to recipients.

## Common Use Cases

Use the settings below only when they fit your plan's range. Any 0-day data setting needs prior approval.

> [accordion] Financial Services
>
> **Compliance Requirements:**
>
> * Short retention for sensitive financial data
> * Metadata retention for audit trails
>
> **Recommended Settings:**
>
> * Metadata: 7-30 days
> * Data: 0-1 days for sensitive emails

> [accordion] Healthcare
>
> **Data minimisation:**
>
> * Minimal retention of patient information
> * Quick deletion of medical data
>
> **Recommended Settings:**
>
> * Metadata: 1-7 days
> * Data: 0 days for patient emails

> [accordion] Marketing
>
> **Campaign Tracking:**
>
> * Longer retention for analytics
> * Full content for A/B testing
>
> **Recommended Settings:**
>
> * Metadata: 30 days
> * Data: 30 days

> [accordion] Transactional
>
> **Order Confirmations:**
>
> * Medium retention for customer service
> * Balance between utility and privacy
>
> **Recommended Settings:**
>
> * Metadata: 30 days
> * Data: 7-14 days

## Best Practices

> [accordion] Compliance Strategy
>
> **Develop a Retention Policy:**
>
> * Review legal requirements for your industry
> * Consider customer privacy expectations
> * Document your retention decisions
> * Regularly audit and update policies
>
> **Implementation Tips:**
>
> * Start with shorter periods and extend if needed
> * Use per-message overrides for sensitive content
> * Monitor compliance with internal policies

> [accordion] Operational Considerations
>
> **Balance Compliance and Functionality:**
>
> * Keep metadata longer for delivery troubleshooting
> * Delete sensitive data quickly while retaining delivery records
> * Consider customer service needs for support queries
>
> **Monitoring:**
>
> * Track delivery issues that may require message data
> * Review retention effectiveness regularly
> * Adjust policies based on operational needs

## Related Guides

* [API authentication](https://ahasend.com/docs/api-reference/authentication.md), [Send-only API keys](https://ahasend.com/docs/send-api/credentials.md), [Account settings API](https://ahasend.com/docs/api-reference/accounts/update-account.md).
* [SMTP retention headers](https://ahasend.com/docs/smtp/special-headers.md), [API message retention](https://ahasend.com/docs/api-reference/messages/create-message.md), [S3 archiving](https://ahasend.com/docs/retention/s3.md).
* [Plans and limits](https://ahasend.com/docs/facts.md), [Tracking setup](https://ahasend.com/docs/tracking/open-tracking.md).


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.