KoiQuanta Data Security: How Your Koi and Compliance Records Are Protected

By KoiQuanta Editorial Team|Updated Mar 2026

USDA regulations require koi dealers to maintain compliance records for a minimum of 2 years - cloud storage in KoiQuanta guarantees this without physical filing. Paper compliance records can be destroyed by fire, flood, or simple misplacement. A filing cabinet that burns in a facility fire takes your USDA compliance records with it. A box of koi quarantine program logs that gets lost in an office move leaves you unable to respond to an inspection request. Cloud-stored records in KoiQuanta survive any physical event at your location.

This guide covers how KoiQuanta protects your data and why dealers' compliance records and hobbyists' insurance documentation are secure in KoiQuanta's infrastructure.

TL;DR

AES-256 is the same encryption standard used by banks and government agencies for sensitive data storage.
If data were somehow incorrectly modified or deleted, it can be restored to any point within the past 30 days.
If you cancel your KoiQuanta subscription, your data is retained for 90 days before deletion, during which time you can log back in to export all records.
With 2FA enabled, an attacker who obtains your password cannot access your account without also having access to your second factor (authenticator app or SMS code).
For the USDA 2-year retention requirement, records created in KoiQuanta are retained in your account indefinitely - there's no automatic purging of old lot records, koi pond water quality tracker logs, or treatment documentation.
Point-in-time recovery capability covers the past 30 days for incident response.
After canceling your subscription, your account remains accessible for 90 days, during which you can log in and export all your data using the full data export function in account settings.

Encryption: At Rest and In Transit

Data at rest: All KoiQuanta data - your pond records, fish health history, water quality logs, compliance documentation, and attached documents - is stored encrypted using AES-256 encryption. AES-256 is the same encryption standard used by banks and government agencies for sensitive data storage. The encryption key management uses hardware security modules (HSMs) and key rotation practices that prevent key exposure.

Data in transit: All communication between your device (phone, tablet, computer) and KoiQuanta's servers uses TLS 1.3 encryption. This means the data transmitted when you log a water test, generate a compliance export, or access any KoiQuanta feature is encrypted in transit and cannot be intercepted in readable form.

Attachment security: Documents attached to lot records - health certificates, import permits, purchase receipts - are stored in encrypted object storage with the same AES-256 encryption as database records.

Backup: Automated and Continuous

KoiQuanta's automated backup system creates continuous data backups with the following characteristics:

Continuous replication: Your data is replicated to geographically separated data centers in real time. If the primary data center experiences any issue, the replicated data is immediately available - there is no gap between your last action and the current backup state.

Point-in-time recovery: KoiQuanta's backup system supports point-in-time recovery for up to 30 days. If data were somehow incorrectly modified or deleted, it can be restored to any point within the past 30 days. For the 2-year compliance records that USDA requires, records are retained in their primary storage with continuous replication - the 30-day point-in-time recovery is for incident response, not the primary retention mechanism.

Geographic redundancy: Data is stored in multiple geographically separated regions. A natural disaster, power failure, or connectivity issue affecting one region does not affect the availability of your data from other regions.

Compliance Records Retention

For koi dealers with USDA 2-year records retention requirements, KoiQuanta's data retention policy ensures compliance:

Your records are retained in your account indefinitely unless you specifically delete them. There is no automatic purging of old records. Lot records from two years ago, five years ago, or the day you started your account are all accessible from your dashboard.

If you cancel your KoiQuanta subscription, your data is retained for 90 days before deletion, during which time you can log back in to export all records. For dealers concerned about long-term records retention even after a potential subscription cancellation, the data export function allows you to download all your KoiQuanta data in standard formats that can be stored independently.

Access Control and User Security

Account security: KoiQuanta accounts support two-factor authentication (2FA), which we strongly recommend enabling. With 2FA enabled, an attacker who obtains your password cannot access your account without also having access to your second factor (authenticator app or SMS code).

Staff account permissions: For dealer accounts with multiple staff users, each account has permissions configured to the minimum necessary for that user's role. A staff member who needs to log daily treatments doesn't have access to billing information or account settings. This principle of least privilege reduces the risk of accidental or unauthorized data access.

Audit log: Every significant action in KoiQuanta - record creation, modification, deletion, compliance export generation, document upload - is logged with the user account, timestamp, and action details. This audit trail is available to account administrators for security review and provides the documentation of system activity that compliance audits may require.

Data Ownership and Portability

Your data in KoiQuanta is your data. KoiQuanta does not sell your data to third parties. Your fish health records, compliance documentation, and business information are used only to provide the service to you.

Data export: You can export all your KoiQuanta data at any time from the account settings. Available export formats include CSV for parameter and observation data, PDF for compliance and vet consultation reports, and a full account data archive in JSON format for complete data portability.

Your quarantine documentation guide covers how KoiQuanta's stored records satisfy USDA compliance requirements. The quarantine software overview provides context on the features that generate the compliance records KoiQuanta protects.

Frequently Asked Questions

How does KoiQuanta protect my koi compliance records?

KoiQuanta protects compliance records through AES-256 encryption at rest, TLS 1.3 encryption in transit, continuous geographic replication to multiple data centers, and indefinite retention of records unless you specifically delete them. For the USDA 2-year retention requirement, records created in KoiQuanta are retained in your account indefinitely - there's no automatic purging of old lot records, water quality logs, or treatment documentation. The geographic redundancy ensures that physical events at any single location (fire, flood, hardware failure) don't result in data loss, which is precisely the protection that paper-based records can't provide.

Are my koi health records backed up in KoiQuanta?

Yes. KoiQuanta uses continuous real-time backup replication to geographically separated data centers. Unlike scheduled backup systems where data created between backup events is at risk, KoiQuanta's continuous replication means every record you create is replicated immediately. Point-in-time recovery capability covers the past 30 days for incident response. For long-term records, the primary data is retained indefinitely in your account with continuous replication - the backup system is an additional layer of protection, not the primary retention mechanism.

Can I export all my KoiQuanta data if I cancel?

Yes. After canceling your subscription, your account remains accessible for 90 days, during which you can log in and export all your data using the full data export function in account settings. Available formats include CSV for parameter data, PDF for compliance documents and reports, and a complete JSON data archive that includes all records in a portable format. After the 90-day retention period, data is deleted. If you need to maintain USDA-required compliance records after canceling KoiQuanta, export your data before the 90-day period expires and store the exports in your own secure location.

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Sources

Associated Koi Clubs of America (AKCA)
Koi Organisation International (KOI)
University of Florida IFAS Extension Aquaculture Program
Fish Vet Group
Water Quality Association