Data Retention, Export & Deletion Policy

This Policy describes ActuTrack LTD's proposed retention, export, deactivation and deletion approach for its hosted ERP service, supplementing the Privacy Policy and customer processing schedule.

Retention is based on service purposes, verified customer instructions, record sensitivity and applicable legal obligations. Not every category needs the same period. This draft does not promise automatic whole-company deletion, a guaranteed 90-day post-cancellation window or a fixed backup purge date. The internal operational schedule and closure procedure must support any final customer commitment.

Customer workspace information can include CRM contacts, estimates, jobs, production details, inventory, purchases, invoices, uploaded images and files, employee-role information and audit events.

Platform information includes sign-in records, billing and subscription records, support correspondence, security logs, and operational backup data. Some items may be personal information, some confidential business data, and some records required for accounting or legal purposes.

During an active account, ActuTrack generally retains the records needed to provide the contracted service, subject to the customer’s actions, application settings, law and security controls.

Customer administrators control authorized user accounts and may deactivate employees; deactivation is not the same as deleting historical activity or records necessary for audit and financial integrity.

Cancellation of paid renewal is different from permanent account closure. Available access follows the applicable disclosed plan or complimentary offer; it must not be assumed that every cancellation leaves the same paid features available.

Before permanent closure, ActuTrack will communicate the supported export arrangements and applicable deadline to the verified organization Owner, taking account of lawful retention and practical limitations. Customers should request export before closure and preserve their own required records. A special period or fee must be disclosed and agreed where applicable; no unverified 90-day minimum is offered by this draft.

ActuTrack's own accounting obligations do not justify retaining all customer workspace records for the same duration. A paid-billing restriction does not itself mean that records have been deleted.

Authorized organization administrators may use supported export tools to retrieve available records. Exports may be subject to size, content and file-format limits. An export may exclude operational secrets, other customers’ information and material the law prohibits disclosing.

ActuTrack will not represent an export as complete or restorable without a successful verification of the relevant export contents and integrity checks. An export from ActuTrack is not a substitute for a tested full disaster-recovery backup.

An authorized organization Owner may request account closure and deletion through support@actutrack.com. ActuTrack will verify the requestor’s authority and identify records that must be retained, de-identified, exported or deleted.

Some records may be protected from deletion while there are legal, financial, security, audit, contractual or dispute-related retention obligations. Customer bookkeeping records and ActuTrack LTD's own subscription/accounting records must be considered separately; which business is legally required to retain a record depends on the circumstances. A verified deletion request will be handled by an approved operational process rather than ad hoc alteration of database constraints.

Closing an organization is a controlled process across business records, user access, stored files, exports, support records and backups. Application integrity restrictions must be handled through an authorized procedure rather than bypassed by ad hoc changes. No claim of automatic complete deletion is made until the applicable workflow is supported and verified.

Backups support recovery and resilience and may remain after information is removed from active systems. Some objects are protected by a retention lock. Expiry of that lock permits modification or deletion; it does not automatically remove the object. Backup lifecycle and deletion controls are separate from the lock.

ActuTrack will restrict retained backup information to recovery, security and lawful retention purposes and apply the approved lifecycle. Restoring a backup must account for previously approved deletions or closures before affected records return to ordinary use. Relevant retention exceptions and residual backup copies should be explained when handling a closure request.

Current verified file-backup coverage includes job-files, chat-files and product-images when files are present. File-backup execution does not establish automatic offsite database export, an immediate selective purge capability or a contractual recovery-time guarantee. Exact provider-country and lifecycle facts remain to be finalized before adoption.

Subscription invoices, customer accounting documents, payment and refund references, security records and audit trails may be retained as needed to satisfy applicable accounting, tax, fraud-prevention, dispute-resolution or legal requirements.

Where a valid litigation hold, investigation or other legal obligation applies, normal deletion may be suspended for the affected records. Only the minimum relevant data should remain accessible to personnel with a legitimate need.

Individuals may send written access or correction requests to support@actutrack.com; a “Privacy Request” subject helps routing but is not mandatory. ActuTrack will authenticate requests proportionately, assist as required, apply lawful exceptions and explain complaint options.

The general access-response period is 45 calendar days under Alberta PIPA or 30 calendar days under PIPEDA where applicable, subject to lawful extensions. Requests about customer-controlled records may be coordinated with that customer while preserving ActuTrack's independent duties. Breach records are a separate category: under PIPEDA, relevant records of every breach of safeguards must be kept at least 24 months from determination.

After a retention requirement ends and deletion is technically and legally appropriate, ActuTrack will use methods suitable for the system and record type, such as access revocation, deletion from active systems, expiration of backup copies, or irreversible de-identification.

Material account closures and deletion actions should be documented, including requester authorization, scope, approval, exceptions, completion evidence and outstanding backups or legal holds.

AI Support has not launched. ActuTrack will not imply existing training uses or deny future provider processing without a verified configuration. Before introducing any customer-data-enabled AI feature, the service must define its data flows, provider terms, retention, and any training or reuse permissions, and provide appropriate notice and controls. No customer record access by an AI Support Agent is authorized under this draft.

Questions about retention, exports, privacy requests or account closure: support@actutrack.com.