Data Retention and Deletion Policy

Effective date: June 1, 2026

Overview

This policy describes how long EstimatorPRO retains business and personal data, and the process for requesting deletion. This applies to both business account data (estimates, invoices, client records) and crew member data (time entries, GPS records).

Active Account Data

Data entered into EstimatorPRO by active subscribers is retained for the lifetime of the subscription. This includes client records, estimates, invoices, time entries, GPS clock-in records, photos, and all other business data.

After Account Cancellation or Termination

• Account data is retained for 90 days after subscription ends or account termination
• During this 90-day period, account holders may contact us to export or retrieve their data
• After 90 days, data is permanently deleted from our servers
• Stripe payment records are retained as required by payment processing regulations (typically 7 years) but are held by Stripe, not EstimatorPRO

GPS and Location Data

GPS clock-in coordinates and Live Crew Map position data are stored as part of time entry records. This data is retained for the lifetime of the account and deleted with the account at the end of the 90-day post-cancellation retention period.

EstimatorPRO does not retain historical GPS trail data from the Live Crew Map beyond the duration of the active clock-in session. Only the clock-in and clock-out coordinates are stored permanently.

Data Export

Account holders may request an export of their data at any time by contacting support@estimatorpro.co. We will provide available data in CSV or JSON format within 10 business days.

Deletion Requests

To request deletion of your account and all associated data:

1. Contact support@estimatorpro.co with the subject line "Account Deletion Request"
2. Include your license code and the email address associated with your account
3. We will confirm receipt within 2 business days and complete deletion within 30 days

Note: We may retain certain records as required by law or for legitimate business purposes such as fraud prevention, even after a deletion request. We will notify you of any data we retain and the legal basis for retaining it.

Crew Member Data Rights

Crew members whose GPS and time data is stored in an employer's EstimatorPRO account should direct data access or deletion requests to their employer (the account holder), not to EstimatorPRO. Employers are the data controllers for their crew data. If an employer cannot or will not process a legitimate request, contact support@estimatorpro.co and we will evaluate the request on a case-by-case basis.

Backup Retention

System backups may retain data for up to 30 additional days beyond the standard deletion timeline for technical continuity purposes. Backup data is not accessible to users and is purged on a rolling schedule.

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Questions? Contact us at support@estimatorpro.co or call (434) 207-2831.