1099Express.com, Inc. — Archived Data Retention Policy, 2026
Revised Aug 11, 2026This Data Retention, Archiving, and Destruction Policy has been implemented by 1099Express.com, Inc. to provide guidelines for retaining, archiving, and deleting specific categories of data. The specific categories referenced in this policy are limited to data received from customers exclusively.This Policy should be read in conjunction with other policies referencing the protection and security of personally identifiable information.
Data Processing
Collection. Customers/Organizations upload data via the Company’s online platform. Services are requested through the Service Bureau. As data is uploaded, Transport Layer Security (TLS 1.2 and TLS 1.3) is enforced for all traffic in transit and put into a Holding Storage, that is encrypted at rest.
Active Use. Data is organized, processed, and saved in the Database Storage (encrypted). The end user will have the responsibility of managing the data in the platform. Files may be deleted as needed, however filing corrections may be impacted. Data will be maintained in storage for a maximum of 4 years and will be deleted based upon the Data Destruction policy.The requested service for each file is performed by the production team. Actions are documented in the customer accounts and in the admin portal.
Retention. All xml files generated and filed with the IRS or SSA are placed in Archived Storage, (encrypted) where they remain stored for 4 years as per IRS/SSA guidance. These files cannot be deleted by request due to IRS regulation. At the end of the 4 year period files will be removed based on the Data Destruction policy.
Scope
This policy applies to all employees that may collect, process, or have access to Data. It is the responsibility of all the above to familiarize themselves with this Policy and ensure adequate compliance with it.
General Principles of Data Retention
Each file is subject to a specific retention period for the data, reflecting the legitimate basis justifying the need for and use of the Data. The retention period for customer uploaded Data is limited to four tax seasons in total: client-controlled data will be in active storage and deleted as the customer chooses or at the end of 4 years. All Archived xml files will be retained for 4 years and deleted following the Data Destruction policy.
Safeguarding of Data during Archiving
Customer/Organization uploaded files shall be archived in accordance with 1099Express.com, Inc.’s Policy for access controls and in a format which is appropriate to secure the confidentiality, integrity and accessibility of the files. After the archival period has expired, file(s) will be destroyed in accordance with 1099Express.com, Inc.’s Data Destruction schedule (see below).
Request for Retrieval of Archival Data Prior to TY 2026
The files submitted via the Service Bureau are the property of the Customer/Organization that uploaded them. However, a Customer/Organization must submit a written request to retrieve files or Data located in the Archive Storage. Any such request(s) must be thoroughly vetted as coming from an authorized representative of the organization that originally uploaded the file(s). Please contact
Support@1099express.com to request a form.
Request for Deletion of Archival Data Prior to TY 2026
Customers/Organizations can request that file(s) be deleted from the Archive Storage. A written request to have file(s) destroyed must be submitted. Any such request(s) must be thoroughly vetted as coming from an authorized representative of the organization that originally uploaded the file(s). Please contact
Support@1099express.com to request a form.
Data Destruction
Annually, in July, files from the previous tax season are moved from the Processing Storage into the Archived Storage. The oldest tax season files in the Archived Storage are deleted utilizing Microsoft Azure policy and cannot be retrieved.Microsoft Azure maintains documented data retention, deletion, and media sanitization procedures to protect customer information throughout its lifecycle. Customer data remains owned by the customer and is logically isolated from other tenants within Azure. Upon customer-directed deletion, subscription termination, or expiration of applicable retention periods, Microsoft deletes customer data from systems under its control, including applicable cached and backup copies, in accordance with its contractual and operational requirements.All Data destruction is overseen by the Operations Manager and IT Manager, who will determine the most appropriate method of destruction.
