At Waitwhile, we follow strict data retention rules to ensure data minimisation, comply with privacy regulations, and keep your account secure. Below is an overview of how long different categories of data are retained and how they are purged from our systems.
1. Customer & visitor data
Data Category | Data types included | Retention period | Deletion method & notes |
Customer records | Name, phone, email, external ID, notes, custom fields | 730 days after last update | Purged via automatic daily deletion. Any new visit or update resets the 730-day timer. |
Visits & Bookings | Contact info, IP/location, device tokens, notes, form answers | Linked to customer record | Deleted automatically when the associated customer record is purged. |
Messages | Text, subject, sender/recipient phone, email, and names | Linked to customer record | Deleted automatically alongside the customer record. |
2. User & team credentials
Team invitations: Invitee email and assigned roles are retained until the invitation expires (automatic daily cleanup applies to accounts active within the last 30 days).
User profiles: Retained for as long as the user or account exists, deleted immediately upon user removal.
User login credentials: Retained indefinitely for identity management (a 90-day post-deletion purge mechanism is currently inactive).
Push notification tokens: Automatically deleted every week after 60 days.
3. Account lifecycle & cancellation
Active accounts: Data is kept for the lifespan of the account (standard customer record retention rules still apply).
Canceled subscriptions: The account is disabled upon cancellation and fully deleted 365 days after the last activity.
Inactive free accounts: Automatically deleted 365 days after the last activity. Account owners receive an email notification 30 days before deletion.
4. System logs & backups
Technical diagnostic and application logs are retained between 30 and 400 days, audit logs for up to 400 days, and full weekly database backups are cleared after 90 days.
Have additional questions or need assistance? Reach out to us via chat or at support@waitwhile.com.