This Retention and Deletion Policy explains how TrackQUAL makes customer data available for export, how long data is retained, and how deletion is handled during and after a customer relationship.
Scope
This policy applies to customer data processed through the TrackQUAL platform, including tenant account data, users, customers, locations, workflow configuration, returns, repairs, approvals, attachments, and operational metadata created as part of normal platform use.
It also describes the treatment of billing records, audit trails, backups, and data generated as part of transition and offboarding workflows.
Data Retained During The Subscription Term
TrackQUAL retains customer data for the duration of the applicable subscription or other agreed service term so that the customer can continue to use the platform, access historical records, and export data when required.
Unless otherwise agreed in writing, TrackQUAL does not apply customer-configurable retention rules inside the product. The baseline retention model is platform-wide, with customer-specific variations handled by contract where needed.
Export Rights And Format
Tenant administrators may request a full customer data export at any time during the subscription term. Upon termination or expiry, TrackQUAL will continue to make export available during a defined transition window before live platform data is permanently deleted.
Exports are prepared in a standard and usable format. The default export package is a ZIP archive containing structured JSON files, tabular CSV where appropriate, and original uploaded files where available and contractually in scope.
Each export includes a manifest or readme describing the contents, generation time, and relevant format notes so the customer can migrate to another system without dependency on proprietary TrackQUAL tooling.
Transition Window After Termination
After a customer gives notice to terminate, or after termination otherwise takes effect, TrackQUAL preserves customer export access for a transition window of 30 days unless a different period is agreed in writing.
During that transition window, the account may be restricted from normal operational use while remaining available for export retrieval and administrative offboarding tasks.
Deletion Workflow And Timelines
Deletion is managed as a staged process rather than an immediate irreversible event.
- A deletion request is recorded and the account enters a restricted transition state.
- TrackQUAL records the export availability end date and the scheduled live-data purge date.
- Live tenant data is permanently deleted no later than 30 days after the end of the export transition window, unless deletion must be delayed for legal, security, or dispute-related reasons.
- Where deletion fails or must be retried, TrackQUAL records the failure and reprocesses the deletion workflow.
Backups
Deletion applies first to live systems and active application storage. Copies of customer data may continue to exist in encrypted backups for a limited period until those backups expire through normal rotation.
TrackQUAL does not restore deleted customer data from backup except where restoration is required for disaster recovery or service continuity. Backup retention periods are operational and may differ from live-system deletion timelines.
Exceptions And Residual Retention
TrackQUAL may retain limited categories of data for longer where reasonably necessary to comply with law, enforce agreements, protect the platform, or maintain required business records. These categories may include:
- finance, tax, invoicing, and statutory accounting records;
- security logs, access records, and audit data required for incident investigation or compliance;
- records needed to establish, exercise, or defend legal claims;
- records required to investigate fraud, misuse, or abuse of the service.
Where extended retention applies, TrackQUAL will limit retained data to the minimum reasonably required for that purpose.
Attachments And File-Based Data
Where customer data includes uploaded documents or generated files, TrackQUAL includes those files in export where available and in scope, and deletes them as part of the tenant deletion process. If a file cannot be deleted immediately due to storage-layer processing, TrackQUAL will retry deletion until completed or the failure is resolved.
Transition Assistance
TrackQUAL will provide reasonable transition assistance to support migration away from the service. Standard transition assistance includes access to the self-service export capability and reasonable administrative support for understanding the exported package.
Additional migration services, data mapping support, or bespoke extraction work may be provided under a separate statement of work or fee arrangement where the requested assistance goes beyond the standard export package.
No Lock-In
TrackQUAL will not use technical measures to prevent or materially hinder a customer from exporting its data and migrating to an alternative provider. The platform export process is intended to support portability in standard formats and to avoid dependency on proprietary TrackQUAL-only access methods.
Customer Responsibilities
Customers should request exports in sufficient time before the end of the transition window, download and validate exported data promptly, and maintain their own copies where needed for legal or operational continuity after the service ends.
Related Documents
This policy should be read together with the TrackQUAL terms, privacy documentation, and any customer-specific agreement that sets out different contractual retention, notice, or transition commitments.