Data Retention Policy
Last updated 8 July 2026
1. Purpose
This policy explains how long we keep data in Tapapp and when we delete it. We keep data only as long as we need it to provide the service, meet legal obligations, and support you.
It applies alongside our Privacy Policy and Data Processing Agreement.
2. Principles
– We keep personal data only as long as necessary for the purpose it was collected.
– You control your operational data and can configure retention within the limits we offer.
– We delete or anonymise data when it is no longer needed, unless the law requires us to keep it.
3. Retention periods
Data type | Retention period |
Account and customer profile data | For the term of your subscription, then retained for up to 12 months after account closure for account administration, billing queries and legal claims, then deleted |
Operational data (schedules, check-in records, timestamps) | For the life of your account, as configured by you within plan limits. Deleted 30 days after account closure |
Photo and evidence files | As configured by you during the life of your account. Deleted from the database and systems 30 days after account closure |
Form and checklist content | For the term of your subscription, or until you delete it |
Audit and security logs | 12 to 24 months, to meet security requirements |
Backups | Rolling cycle of 30 to 90 days |
Support records | 24 months from the date of the request |
Marketing contact data | Until you opt out, then removed from active use |
Where a period is shown as a range, the exact period is set in our internal records and may vary by data type and plan.
4. Customer-configurable retention
Some plans allow you to set longer retention for operational data and evidence, for example to meet contractual or sector requirements. Enterprise customers can agree extended retention, such as multi-year retention, in their order. Where you set a longer period, that period applies.
5. Export, deletion, and end of contract
– You can export and delete your own records within the platform at any time while your subscription is active.
– Exporting your data before your subscription ends is your responsibility. Self-service export is not available after your account closes.
– After closure we retain operational data, photos and evidence for 30 days. During that period we can provide a copy on written request to support@tapapp.co.uk. We may charge a reasonable fee for this.
– 30 days after closure we delete your operational data, photos and evidence from the live platform. Account and profile data follows the 12 month line in section 3. Legal holds under section 7 override both.
6. Backups
Deleted data may remain in routine backups until those backups expire on the cycle in section 3. Backup data is protected and is not actively processed. It is overwritten or deleted as the backup cycle rotates.
7. Legal holds
We may keep data beyond the periods above where we are required to by law, or where it is needed to establish, exercise, or defend a legal claim. We keep such data only for as long as that reason applies.
8. Changes
We may update this policy from time to time. We will publish the current version and notify you of material changes.
9. Contact
Questions about data retention: privacy@tapapp.co.uk
Tap App Ltd, registered in England and Wales No. 11666887. Registered office: Great Woodland Farm, Woodland Road, Lyminge, Folkestone, Kent CT18 8DW.
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