FixingLog – Data retention and deletion
1. Principle
Personal data is retained only for as long as necessary for its purpose. Technical defaults do not override the subscriber controller's own legal retention duties.
2. Work records and photos
Current technical defaults may retain report, progress and completion photos for up to two years and completed PDFs for up to five years unless deleted earlier. These are technical maxima and may require adjustment for legal claims, contractual duties or controller instructions.
3. Accounts and billing
Account and contract data may be retained for the service relationship and afterwards for legal claims and mandatory accounting/tax retention. Flowmind Kft. accounting evidence and supporting records are retained for at least 8 years under section 169 of the Hungarian Accounting Act, limited to necessary information. An account-erasure request does not automatically erase invoices retained in Billingo.
4. Logs and backups
Security and integration logs are kept for limited purpose-bound periods; current targets are 90 days for integration logs and 30 days for processed queue data. Deleted data disappears from backups as backup cycles expire unless mandatory retention applies.
5. Termination
Ordinary subscription cancellation, access restriction and permanent profile deletion are separate actions. The 30-day export/deletion review after cancellation does not itself perform automatic full erasure. Permanent account deletion can be requested separately from the profile: after entering the account email, a confirmation link valid for 30 minutes is sent, followed by a separate confirmation button used while signed in. Account access is then disabled. Processing first checks and terminates the linked Stripe subscription, then erases the own workspace database and object-storage records. Failure is not reported as successful deletion: processing retries and the administrator receives a highlighted task-list warning. Completion is shown only after verified execution. Mandatory accounting information and backups follow separate retention rules. Automated account deletion does not limit GDPR request rights or response periods. Exports are available for up to 7 days and three successful downloads; exports of an erased workspace are also removed.
6. Backups and declarations
Backups are on Hetzner infrastructure. The actual retention cycle remains to be finalised as an open operational item. Restoration is for recovery only and earlier erasures must be reapplied. Raw IP retention for legal acceptance and business declarations is 90 days and cookie-choice logs 180 days; necessity of other history is reviewed separately.
7. Account-erasure tasks
Unconfirmed links expire after 30 minutes and maintenance removes the temporary task. Confirmed successfully completed receipts remain for up to 7 days from completion. Incomplete tasks retain the necessary account reference and error code until execution. Financial retention exceptions do not create another accessible user account.
Version: 2026-10-20-v25