Data Retention Policy
Last updated: 19 September 2026
We keep data only as long as it's needed. Safety records are valuable evidence, so hosts control how long photo proof and reports are kept — the default is 2 years.
Retention periods
| Data | How long |
|---|---|
| Photo proof | 2 years from upload by default; the account owner can choose 1, 2, 3, 5 or 7 years in Settings |
| PDF compliance reports | Same period as photos, counted from when the report was generated |
| Checklists, items, timestamps and audit trail (text) | While the account exists, so your history stays complete. Deleted with the property, checklist or account |
| Account and profile | Until you delete your account |
| Billing records | As required for tax and accounting (typically 6 years in the UK), held by us and Dodo Payments |
| Free-checklist email sign-ups | Until you unsubscribe, or 24 months after the last interaction |
| Sign-in sessions and verification links | Removed after they expire |
| Payment webhook logs | 90 days |
| Database backups | Rolling backups overwritten within 30 days |
How automatic deletion works
A daily job permanently deletes photos and reports that have passed the owner's retention period. The checklist record keeps a note that the photo was removed under the retention policy, and its SHA-256 fingerprint, so the audit trail stays intact.
Choosing a period
Think about how long a claim could be brought against you. For example, UK personal injury claims usually have a three-year limitation period, and US limits vary by state. Many hosts choose to keep records for at least that long. Check with your insurer or legal adviser.
Deleting data sooner
- Delete an individual report, checklist or property at any time — associated photos and files are deleted immediately.
- Delete your account in Settings — all properties, checklists, photos, reports and team access are deleted immediately, and removed from backups within 30 days.