Data Retention Policy

1. Overview

TimingFlow is committed to protecting your data and being transparent about how long we store it. This policy explains what happens to your data when you modify your subscription, deactivate modules, or close your account.

2. Active Subscription

While your subscription is active and in good standing, all your data is stored securely and available at all times. This includes:

• Website pages, content, images, and published sites
• Business data (clients, appointments, invoices, inventory)
• Module-specific data (CRM records, scheduling, forms)
• Configuration, themes, and customizations
• Analytics and activity logs

3. Module Deactivation

App Studio (Website / App Builder)

When you remove the App Studio module, all associated data is permanently deleted immediately. This includes all pages, menus, styles, published site files, uploaded images, and AI builder sessions. There is no grace period for App Studio data. Re-adding the module starts a completely fresh project.

Other Modules (CRM, Scheduling, Invoicing, etc.)

When you deactivate a module, your data enters a 30-day grace period:

• Days 1-30: Data is preserved in read-only mode. You can reactivate the module at any time to restore full access.
• Day 1: Confirmation email sent with summary of data being held.
• Day 25: Warning email: data will be deleted in 5 days unless the module is reactivated.
• Day 30: All module data is permanently deleted. This action is irreversible.

During the grace period, you can export your data at any time from the module settings.

4. Payment Failure

If a payment fails, we follow this process:

• Day 0: Payment fails. We retry automatically.
• Days 1-3: Two additional retry attempts. Your account remains fully active.
• Day 7: Account enters restricted mode. Existing data is preserved but publishing and new content creation are disabled. Email notification sent.
• Day 14: Final retry. If payment succeeds, full access is restored immediately.
• Day 14 (failure): Account is suspended. Data enters the same 30-day grace period as module deactivation.
• Day 44: Data is permanently deleted if payment is not resolved.

5. Account Closure

You can close your account at any time from your account settings. Upon closure:

• Your published sites are taken offline immediately.
• All data enters a 30-day grace period (same rules as module deactivation).
• You can reopen your account and restore all data within 30 days by signing in and reactivating your subscription.
• After 30 days, all data is permanently deleted.

6. Data Export

You have the right to export your data at any time while your account is active or during a grace period. Export options include:

• Website pages: HTML export
• Client data: CSV export
• Images and files: ZIP download
• Business data: JSON or CSV export per module

7. Backups

Core data stored on AWS in Canada is protected by DynamoDB point-in-time recovery (restore window up to 35 days) and automated PostgreSQL backups retained 7 days. Backups are encrypted at rest with AES-256 and kept in the same AWS region (ca-central-1).

Backups are for disaster recovery only and cannot be used to restore individually deleted records or reverted changes. For version control of website pages, use the built-in page history feature.

8. Legal Obligations

Notwithstanding the above retention periods, TimingFlow may retain certain data as required by applicable law, including but not limited to:

• Financial transaction records (7 years, as required by tax law)
• Billing and invoice data (7 years)
• Security and audit logs (at least 12 months; longer for workspaces on enhanced or healthcare security levels)
• Data required by court order or legal process (as specified)

9. Data Residency

Core account and application data (accounts, projects, forms, database records, private files) is stored in Canada (AWS ca-central-1). Canada is the only hosting region available today; additional regions are on the roadmap. Published sites and media are stored on Cloudflare R2 and served through Cloudflare's global network, and AI, voice, video and payment features send data to providers outside Canada — see our sub-processor list at timingflow.io/en/subprocessors.

10. Contact

For questions about data retention, export requests, or to exercise your data rights, contact us at [email protected].