Data Retention Policy

How long AutoBooks keeps account data, uploads, and generated files.

Data Retention Policy

Effective Date: July 31, 2026

1. Purpose

This Data Retention Policy explains how AutoBooks ("AutoBooks," "we," "our," or "us") retains and deletes information processed through our platform.

Our goal is to retain only the information necessary to operate our services while minimizing unnecessary storage of customer data.

2. Scope

This policy applies to all users of the AutoBooks platform and covers:

  • User account information
  • Uploaded financial documents
  • Generated bookkeeping exports
  • Application settings
  • Support requests
  • Operational records

3. User Account Information

Account information is retained while your account remains active.

This information may include:

  • Name
  • Email address
  • Authentication information
  • User preferences
  • Vendor mapping settings
  • Account classification settings
  • Other application configuration required to provide our services

If your account is permanently deleted, associated account information will be removed or anonymized where appropriate, except where retention is required by law or for legitimate business purposes.

4. Uploaded Financial Documents

AutoBooks is designed to process uploaded bank statements and credit card statements temporarily.

Uploaded financial documents are:

  • Used only to perform the requested bookkeeping process.
  • Processed temporarily.
  • Removed from temporary storage after processing is completed.

Uploaded statements are not retained as part of your permanent account records.

5. Generated Bookkeeping Files

AutoBooks may generate downloadable bookkeeping files, including spreadsheets and accounting import files.

These files are provided solely for user download.

Generated download packages are automatically removed from the server when any of the following occurs:

  • You indicate that you are finished downloading your files.
  • You sign out of your AutoBooks account.
  • You begin a new Premium conversion, replacing the previous package.
  • The automatic cleanup process removes abandoned temporary files after the configured retention period.

Once removed from the server, these files cannot be recovered and must be regenerated if needed.

6. Application Settings

Application settings are retained to provide a consistent user experience.

Examples include:

  • Vendor mappings
  • Account mappings
  • User preferences
  • Configuration settings

These settings remain associated with your account until modified or your account is removed.

7. Support Requests

Customer support requests and related communications may be retained to:

  • Respond to customer inquiries.
  • Investigate technical issues.
  • Improve our services.
  • Maintain support history.

Support attachments are retained only as long as reasonably necessary for support, operational, legal, or compliance purposes.

8. Operational Records

AutoBooks may retain operational records necessary for:

  • System administration
  • Service reliability
  • Performance monitoring
  • Security investigations
  • Fraud prevention
  • Compliance with legal obligations

These records are retained only for legitimate operational purposes.

9. Automatic Data Removal

To reduce unnecessary storage of sensitive information, AutoBooks automatically removes temporary processing data when it is no longer required.

Automatic cleanup includes:

  • Temporary uploaded financial documents after processing.
  • Temporary generated download packages according to the platform's cleanup process.
  • Other temporary processing files created during normal application operation.

10. Legal Retention Requirements

Certain information may be retained longer where required by:

  • Applicable laws
  • Court orders
  • Regulatory requirements
  • Fraud investigations
  • Enforcement of our legal rights

Where legally required, retained information will be protected using appropriate security measures.

11. Policy Updates

We may update this Data Retention Policy periodically to reflect changes in our services, operational practices, or legal requirements.

Material updates will be reflected by revising the Effective Date at the top of this document.

Continued use of AutoBooks after such updates constitutes acceptance of the revised policy.

12. Contact Us

If you have questions regarding this Data Retention Policy or our data handling practices, please contact us:

AutoBooks

Email: [support@yourdomain.com]

Website: https://www.yourdomain.com