Data Retention Schedule
How long each category of data is kept, why, and how it is deleted.
Version 1.0 · effective 18 July 2026
01The schedule
Personal data is kept only as long as its purpose requires:
| Data category | Retention | Why |
|---|---|---|
| Access-request enquiries | 12 months from last contact | Onboarding conversations span months for practices |
| Account data (QuantifyQS) | Life of the contract + 30 days | Deleted within 30 days of contract end, subject to legal holds |
| Customer project data | Controlled by the customer; deleted with the account | Customers own their commercial record |
| Encrypted database backups | Rolling 30-day cycle | Disaster recovery; backups age out automatically |
| Security and authentication logs | 12 months | Incident investigation and account protection |
| Billing and tax records | 6 years | HMRC and Companies Act requirements |
| AI provider processing | Not retained for training; provider API retention up to 7-30 days per their commercial terms | Abuse monitoring at the provider, then deletion |
02How deletion works
Live records are deleted from the production database on schedule; backup copies age out of the rolling backup window within 30 days of that deletion. Where the law requires longer keeping (tax records, legal holds), only the minimum necessary is retained and access is restricted.