Data Retention
Last updated August 30, 2026
This page is also available in Spanish. The English version is the one that governs.
How long each kind of record is kept, and what happens to it when an account closes. Where a period is set by law rather than by us, the reason is given.
While your account is open
| Record | Kept for | Why |
|---|---|---|
| Customers, properties, schedules, projects | While the account is open | This is the record you are paying us to keep |
| Invoices, payments, payouts | Seven years | Tax and accounting record-keeping |
| Chemical and pesticide application logs | Seven years, and never deleted on request | State applicator rules commonly require two to three years; we hold longer because under-retaining is the expensive mistake |
| Completion photographs and crew notes | Three years | Long enough to answer a dispute about work done, short enough not to accumulate forever |
| Crew location recorded at arrival and completion | One year | It exists to confirm a visit happened, and stops being useful for that long before it stops being sensitive |
| Messages to and from your clients | Three years | The record of what was agreed |
| Enquiries that never became work, including the campaign identifiers that arrived with them | Two years from the day they were closed as lost or last touched, whichever is later | A person who asked once and did not hire should not stay in a sales file forever |
| Event log | Two years | Append-only history of significant actions, partitioned by month and aged out a partition at a time |
| Application and access logs | Ninety days | Diagnosing faults and investigating misuse |
| API request log | Ninety days | Abuse investigation and integration debugging |
| Do-not-contact suppression list | Indefinitely | Keyed to the address rather than to an account, so that deleting a record cannot resume messaging somebody who asked us to stop. Deleting this would be the harm |
When an account closes
Thirty days: everything stays exactly as it was and your export remains available. Leaving is never a race, and an account closed by mistake can be restored in full.
After thirty days: operational data — customers, properties, schedules, documents, photographs, messages — is deleted when you ask us in writing, and we act on the request within thirty days. There is no automatic deletion yet.
Kept beyond that: financial records and chemical application logs, for the periods above, because the law requires them rather than because we want them. They are separated from the deleted account and are not used for anything else.
Backups
Backups are kept for thirty days and then expire. A record deleted from the live system may persist in a backup until that backup expires; we do not restore individual records out of backups to reinstate deleted data.
What is automated today, and what is not
Being straight about this matters more than looking finished. The event log ages out by partition automatically. A nightly sweep runs and deletes, on the schedule above: application and API request logs past ninety days, expired or already used sign-in links, and enquiries that never became work past two years — never one that was won, never one that was quoted, and never one belonging to somebody you have since visited or invoiced.
Everything else above — photographs, crew notes, crew location, messages, and the operational data of a closed account — is still removed on request rather than by that sweep. Until it covers them, a record may outlive the period stated here; ask us and we will remove it.
Asking us to delete something sooner
If you are a ScapeLogic customer, write to privacy@scapelogic.com. If you are a client of a contractor who uses ScapeLogic, ask them first — they can act immediately, and we will support them.