Retention Policy
How long FieldElite keeps personal information and how it is deleted.
Effective date: 10/11/2026
1. Purpose
1.1
This policy explains how long Heidi Computers Ltd keeps data relating to the FieldElite service and how it is deleted. It should be read with the FieldElite Privacy Policy, the FieldElite Terms of Service and the Data Processing Agreement.
2. Customer Data (we are the processor)
2.1
While a subscription is active, the customer controls Customer Data and can edit, export or delete it in the service at any time. Customers should set their own retention rules for the data they keep in FieldElite, such as job records, photos and signatures.
2.2
When a subscription ends:
| Stage | What happens |
|---|---|
| Transition period: 30 days after the subscription ends | The customer can export Customer Data and digital assets in a structured, machine-readable format. The period can be extended on request, as set out in the Terms of Service |
| Retrieval period: at least a further 30 days | Customer Data remains retrievable on request |
| Deletion | Customer Data is deleted from the live service at the end of the retrieval period |
| Backups | Deleted Customer Data is removed from backups within 35 days |
2.3
We keep Customer Data longer only where the law requires it, or where the customer asks us in writing to keep it.
3. Data we control
| Records | Retention period |
|---|---|
| Account details of users and administrators | For the life of the account, then deleted with the Customer Data, except as needed for the records below |
| Trial accounts that do not convert | Deleted 90 days after the trial ends |
| Invoices, billing and accounting records | 6 years from the end of the accounting period, as required by Irish tax law |
| Contracts and key correspondence | Duration of the subscription plus 6 years |
| Support tickets | 3 years after closure |
| Service, security and audit logs | 12 months |
| Crash and diagnostic reports | 90 days |
| Marketing preferences | Until you unsubscribe; your email address is then kept on a suppression list |
3.1
Where we need data only for statistics, we anonymise it.
4. Review
4.1
We review this policy at least once a year and when the service changes. Questions: privacy@denizon.com.
Other policies
Questions about this document? Email legal@fieldelite.com.