CheckMyWarranty

    Data Retention Policy

    How long we keep each category of your data and how it is deleted — compliant with GDPR Art. 5(1)(e).

    Effective: 27 May 2026
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    Introduction

    Under GDPR Article 5(1)(e), personal data must not be kept longer than necessary for the purpose it was collected. This policy documents exactly how long we retain each category of data and how it is deleted.

    Core Principles

    Storage Limitation
    We retain data only as long as necessary for the original purpose
    Right to Erasure
    You can request deletion at any time from Privacy Center
    Soft Deletion
    Data is first soft-deleted (hidden), then permanently purged after the retention period
    Data Minimization
    We anonymize rather than delete where legally required to retain records

    Retention Schedule

    Account Credentials

    Description: Email address, phone number used for authentication

    Retention period
    Duration of account + 30-day grace after deletion request
    Legal basis
    Contract performance (Art. 6(1)(b))
    Deletion method
    Anonymized on deletion; auth record removed from Supabase Auth

    Profile Information

    Description: Display name, avatar, timezone, currency preference

    Retention period
    Duration of account
    Legal basis
    Contract performance (Art. 6(1)(b))
    Deletion method
    Anonymized (name → "Deleted User XXXXXXXX") on deletion

    Warranties

    Description: Product name, brand, purchase/expiry dates, price, serial number

    Retention period
    Duration of account. Upon account deletion: 30-day grace period, then anonymised. Residual soft-deleted records permanently purged within 365 days of soft-deletion.
    Legal basis
    Contract performance (Art. 6(1)(b))
    Deletion method
    After grace period: serial numbers and notes nullified, product names anonymised. Permanent purge of all residual records within 365 days of initial soft-deletion.

    Vault Documents

    Description: Document titles, tags, OCR text, metadata

    Retention period
    Duration of account; permanently deleted within 30 days following completion of the account deletion process, unless a longer period is required by law
    Legal basis
    Contract performance (Art. 6(1)(b))
    Deletion method
    Titles replaced with "[deleted]", OCR text nullified immediately; soft-deleted then permanently erased within 30 days of account deletion completion

    Attachment Files

    Description: Uploaded warranty receipts, document images and PDFs in cloud storage

    Retention period
    Duration of account
    Legal basis
    Contract performance (Art. 6(1)(b))
    Deletion method
    Permanently deleted from storage bucket on account deletion; metadata soft-deleted

    Reminders

    Description: Reminder titles, due dates, notification settings

    Retention period
    Duration of account; permanently deleted within 30 days following completion of the account deletion process
    Legal basis
    Contract performance (Art. 6(1)(b))
    Deletion method
    Permanently erased within 30 days of account deletion completion

    Push Notification Token

    Description: Device push token for delivering warranty and reminder alerts

    Retention period
    90 days of inactivity
    Legal basis
    Consent (Art. 6(1)(a))
    Deletion method
    Automatically cleared after 90 days of inactivity; immediately cleared on consent revocation

    Consent Records

    Description: Record of what you consented to, when, and under which policy version

    Retention period
    7 years (legal compliance)
    Legal basis
    Legal obligation to demonstrate consent (Art. 7)
    Deletion method
    Retained for legal compliance even after account deletion; no PII after anonymization

    Audit Logs

    Description: Log of login events, data changes, exports, and consent changes

    Retention period
    2 years
    Legal basis
    Legitimate interest in security and accountability (Art. 6(1)(f))
    Deletion method
    Automatically purged by daily scheduler after 2 years

    Crash Reports (Sentry)

    Description: Anonymous error reports with scrubbed PII (only if analytics consent granted)

    Retention period
    90 days (Sentry's own retention)
    Legal basis
    Consent (Art. 6(1)(a))
    Deletion method
    Managed by Sentry platform; immediately stopped on consent revocation

    AI Extraction Logs

    Description: Metadata about AI scan events (document type, engine used — no image content)

    Retention period
    2 years
    Legal basis
    Consent (Art. 6(1)(a)) + Legitimate interest
    Deletion method
    Purged with audit logs after 2 years

    Locations

    Description: Named physical locations/addresses for storing items (e.g., "Home Kitchen")

    Retention period
    Duration of account
    Legal basis
    Contract performance (Art. 6(1)(b))
    Deletion method
    Hard-deleted on account anonymization

    Account Deletion Process

    1. Request Submitted: You request deletion in Settings → Privacy Center → Delete Account.
    2. Immediate Actions: All active sessions revoked; account marked as deletion pending; confirmation email sent.
    3. 30-Day Grace Period: You can cancel the deletion within 30 days by returning to the Privacy Center.
    4. Data Erasure: After 30 days, all storage files deleted, personal data anonymized, auth account removed.
    5. Completion: Confirmation email sent; only consent records retained for legal compliance (no PII).

    Questions about data retention? Contact our privacy team at privacy@checkmywarranty.app.

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