Compliance · Last updated 5/14/2026
Data Retention Policy
TractOps keeps customer data only as long as we need to run the service for you, meet legal obligations, and resolve disputes. This page explains exactly how long.
Categories & default retention
| Data type | While account is active | After account closure |
|---|---|---|
| Profile (name, email, phone) | Indefinite | Deleted within 30 days |
| Authentication (password hash, sessions) | Indefinite | Deleted immediately on account close |
| Community content (announcements, documents, maintenance, violations, ARC, elections) | Indefinite | Deleted with the community if you were the last admin; otherwise transferred |
| Financial / billing (invoices, payment records) | Indefinite | Retained 7 years — required by US tax law |
| Email + SMS delivery logs | 90 days | Deleted with account |
| Error logs & uptime pings | 90 days | Anonymized after 90 days regardless |
| Analytics (PostHog, Vercel) | 2 years | Anonymized on account close |
| Customer support tickets | 3 years from last contact | 3 years from last contact |
| Marketing email subscribers | Until you unsubscribe | Deleted within 30 days of unsubscribe |
| Backup snapshots | 30 days rolling | 30-day rolling deletion |
Deleting your account
You can delete your account at any time from your settings page. We:
- Cancel any active subscriptions through Stripe (no future charges)
- Delete authentication records immediately
- Cascade-delete your profile, memberships, notifications, and preferences
- Remove your row from email subscriber lists within 30 days
- Retain financial records (Stripe invoices, payment receipts) for the legally required 7 years
If you're the last admin of a community, deleting your account also deletes the community's content.
Per-record & per-channel deletion
You don't have to nuke the whole account to delete specific data:
- Email channels: use the unsubscribe link in any email or visit notification settings.
- SMS: reply
STOPto any TractOps text message. - Specific documents: delete from the document vault in your dashboard.
- Maintenance / violation history: board admins can resolve and archive records; full deletion requires an email request so we can confirm scope.
Backup retention
We keep encrypted database backups for 30 days, then they roll off automatically. A record you delete today is fully gone from our systems within 30 days.
Legal holds
When data is subject to a litigation hold, regulatory inquiry, or active fraud investigation, retention may extend beyond the periods above for that specific dataset. We notify the affected customer where lawful to do so.
Region-specific rights
California (CCPA) and EU (GDPR) residents have explicit rights to deletion, portability, and access. See our CCPA notice and privacy policy for the specific request channels and response-time commitments.
Questions
For data-retention questions or to request deletion outside the in-app tools, email contact@tractops.com from the address on file.