This Data Retention Statement explains how long QuoteByte generally keeps different types of information.
This statement should be read together with our Privacy Policy and Terms of Service.
Retention periods may vary depending on legal obligations, security needs, billing requirements, backup processes, disputes, investigations or technical constraints.
1. General retention principle
QuoteByte keeps information only for as long as reasonably needed to:
- provide the service;
- maintain accounts;
- support users;
- process billing;
- comply with legal obligations;
- resolve disputes;
- maintain security;
- prevent misuse;
- improve and troubleshoot the product;
- support legitimate business purposes.
When information is no longer needed, we will take reasonable steps to delete, de-identify or securely retain it where permitted or required by law.
2. Retention table
| Data type | Examples | Typical retention approach |
|---|---|---|
| Account information | Name, email, login details, business name, account settings | Kept while the account is active. After closure, retained for a limited period where needed for legal, billing, support, security or dispute reasons. |
| Business profile data | ABN, logo, business address, quote terms, GST settings, payment details | Kept while the account is active. Deleted or de-identified after account closure unless retention is needed. |
| Customer records | Customer names, phone numbers, emails, addresses, notes | Kept while the account is active so users can manage customers and jobs. Deleted, exported or de-identified after account closure according to account closure processes. |
| Job and quote data | Job notes, quote drafts, line items, prices, PDFs, statuses | Kept while the account is active. Retention may continue for a limited period after closure for recovery, legal, tax, dispute or support reasons. |
| Invoice records | Invoice numbers, amounts, customer/job links, payment status | Kept while the account is active. May be retained longer where needed for legal, accounting, billing or dispute purposes. |
| Billing records | Subscription records, invoices, payment status, Stripe customer ID | Kept as long as reasonably needed for accounting, tax, audit, dispute, fraud prevention and legal obligations. |
| Support messages | Emails, help requests, bug reports, screenshots | Kept as long as needed to provide support, improve the product, resolve issues and maintain business records. |
| AI inputs and outputs | Job notes submitted to AI, generated quote wording, structured outputs | Kept as part of quote/job records where saved by the user. AI provider retention depends on provider configuration and is described where applicable in the Sub-processor List or AI processing terms. |
| Technical logs | IP address, browser/device data, request logs, security logs, error logs | Kept for a limited period needed for security, debugging, reliability and fraud prevention. Exact periods may vary by provider and system. |
| Analytics data | Feature usage, page views, aggregated events | Kept in identifiable or pseudonymous form only as long as needed. Aggregated or de-identified analytics may be kept longer. |
| Backups | Database and system backups | Retained for a limited backup cycle before being overwritten or deleted. Backup restoration may temporarily restore deleted data. |
| Legal/security records | Abuse reports, security incidents, dispute files, enforcement records | Kept as long as reasonably needed to protect QuoteByte, users, customers and legal rights. |
3. Account deletion
If you request account deletion, we will take reasonable steps to delete or de-identify personal information associated with your account, unless we need to retain it for:
- legal obligations;
- billing or tax records;
- security;
- fraud prevention;
- dispute resolution;
- enforcing agreements;
- backup integrity;
- legitimate business purposes permitted by law.
4. Data export
Where available, users should export important business records before closing an account.
QuoteByte is not a substitute for your own business record-keeping obligations.
5. Backup retention
Deleted information may remain in backups for a limited period until those backups are overwritten or deleted.
Backup data is generally not used for ordinary business purposes unless restoration is required.
6. De-identification and aggregation
We may retain de-identified or aggregated information for analytics, product improvement, reporting, security and business planning.
De-identified or aggregated information should not reasonably identify an individual.
7. Contact
For data retention questions, contact QuoteByte at hello@quotebyte.com.au.