Data retention and deletion

1.Your account and business content

Contacts, documents, files, invoices, settings and everything else in your workspace: kept while your account is open, until you delete it.

When you close your account, in Settings, Plan and billing, Close account: we keep your data for 30 days so you can restore it, then a scheduled job deletes your workspace from our servers and records that it did. Cancelling a plan starts the same 30 days when the period you paid for ends. Restarting your plan or restoring your account stops it.

The copy on your device: signing out saves your work, then clears the copy in that browser.

2.AI

• AI chats: not stored on our servers. The conversation lives in your browser while you use it.
• Answers to general questions about Scale Suite, with no tools, no page data and nothing about you: reused for the same question for up to 12 hours, then deleted.
• AI logs: details like the model, tools, timing and cost, with no question, answer or content, and a scrambled user ID. Kept in our hosting logs for [the period Cloudflare keeps them, to confirm], and if turned on, in our analytics store for [up to 3 months, to confirm].
• AI memory: on your device until you delete a note or the memory in Settings, AI, Memory.
• Anything kept to improve AI, only if the setting is on: deleted within 30 days after it is turned off. [Decision: the longest it is kept while the setting stays on, for example 12 months.]
• Records of AI choices and support access grants, visits and ends: at least 3 years, also after the account closes. They cannot be edited.

3.Payments and billing

• Pay records in Scale (amount, status, card brand and last four, Stripe IDs): about 13 months, then deleted automatically. Books keeps the totals you saved.
• Stripe keeps its own payment records under its terms and the law.
• Your Scale Suite invoices and tax records: 7 years.
• Stripe event IDs, used to avoid handling a message twice: 30 days.

4.Bank connections

When you connect a bank, we ask Plaid for up to 90 days of transactions. Disconnecting a bank deletes the stored connection token and stops new data. Transactions already brought into Money stay until you delete them or close your account.

5.Mail, Video, Sign and Drive

• Mail: messages stay in your mailbox, hosted by our email partner, until you delete them. Mailboxes are deleted [30 days] after the account closes.
• Video: calls are not recorded unless everyone agrees. Recordings and transcripts are saved to the client record you chose and kept until you delete them.
• Sign: signed documents and their audit trail are saved to Drive and kept until you delete them. Each signer also gets a copy. Keep your own copy of anything you may need to prove later.
• Drive: files are kept until you delete them.

6.Sign in, security and service records

• Sign in sessions: end after 7 days without use, and 30 days at most.
• Rate limit counters: about an hour. Network addresses are kept only as a salted scramble inside these counters, never in plain form.
• Security logs: [Decision: keep sign in and admin events for 1 year. Today, hosting logs are short lived.]
• Support access log: while your account is open.
• Consent, billing and support records, like your agreement to the Terms and to automatic renewal, reservations, pre-orders and cancellations: at least 3 years, or 1 year after your plan ends if that is longer. They are kept when an account closes.

7.Inquiries, raffles and Market

• Founder pricing inquiries: until launch, and then for as long as you have an account or [12 months] if you do not start one. Text consent records: [4 years, to match the time to bring a claim under the federal law on texts].
• Raffle entries and drawing records: 1 year after the drawing.
• Market seller verification details: while you sell in Market, and [3 years] after.
• Reviews: until the business or reviewer leaves Market, or we remove them under the Market terms.

8.Backups

We do not keep separate backups today. Our providers keep copies for reliability under their own terms. [If we add backups, copies are deleted within 35 days after the original.]

9.When we keep data longer

We keep data longer only when the law requires it, to resolve a dispute, to enforce our terms, or under a legal hold, and only for that purpose.

10.How to delete

• Delete items yourself in each app.
• Delete a business, or close your account, in Settings. Export everything first.
• Disconnect a bank in Money.
• Ask us: privacy@scalembs.com. We verify who you are, and answer within 45 days.

If a business put your information into Scale Suite, ask that business first. We help it answer you.

11.Contact

Questions about this page: legal@scalembs.com, or by mail to Scale Modern Business Solutions LLC, 2415 San Ramon Valley Blvd, Suite 4, San Ramon, CA 94583.