Draft — not legal advice, not reviewed by counsel. See README.md.
Effective 13 October 2026 — supplements privacy.md and dpa.md.
This policy describes how long HVN Group Limited keeps the content you upload to SuppSmith and what happens when you delete a file or close your account.
1. Standard retention
Uploaded estimates and generated packages are retained for 24 months, then deleted. Delete an estimate in the app and its content is scrubbed; the file is removed once no live estimate still references it. A de-identified skeleton may remain in the event log: the file fingerprint, the carrier name on a suppressed flag, rule ids, tiers, amounts, and who acted. On account closure, customer estimate content is deleted within 30 days (backups within 90). De-identified aggregates and billing records may remain.
| Data | Retention | Notes |
|---|---|---|
| Uploaded insurer/shop estimates | 24 months from upload, then automatically deleted | — |
| Generated supplement packages | 24 months from generation, then automatically deleted | — |
| An estimate you delete in the app | Content scrubbed immediately. The file is removed when no live estimate still references it | A de-identified skeleton may remain in the event log (see the note above). The file may persist in backups until the backup cycle rotates (see §3) |
| Account/billing records | Retained per §4 (legal/tax requirements) | Payment records are held by [PAYMENT_PROVIDER — not set] as merchant of record |
| Redacted, de-identified line-item statistics | Retained indefinitely | Cannot be used to re-identify you, your customers, or their vehicles |
| Free-audit samples you opted in to contribute | Per sample-estimate-contribution.md |
Redacted on receipt; originals are not kept |
| Estimates a shop has opted in to contribute | Per sample-estimate-contribution.md |
Shop-level opt-in, off by default. Redacted. Same deletion right as a contributed sample |
2. Account closure
If an owner closes the shop account (or the subscription is terminated), access ends immediately. We delete customer estimate content within 30 days, and it is purged from backups within 90 days.
What remains after that purge: de-identified aggregates (rule ids, tiers, amounts, the
carrier name on a suppressed flag, file fingerprints, and similar statistics that cannot
be used to re-identify a customer or a vehicle), billing and tax records (§4), and any
free-audit sample contributed under sample-estimate-contribution.md. Closing the account
does not by itself delete a contributed sample.
3. Backups
We keep encrypted backups for disaster recovery. A file deleted from the live app may remain in a backup for up to 30 days before it is fully purged.
4. Legal and tax records
Billing and transaction records are retained by us and/or [PAYMENT_PROVIDER — not set] for as long as applicable tax and accounting law requires (commonly 7 years), independent of the retention periods above.
5. Deletion requests
An owner can delete an individual estimate in the app. That scrubs the document as described in §1. An owner closes the whole shop account from shop settings. To ask for deletion of specific records outside that, email support@suppsmith.com. We will confirm once complete.
6. Sub-processor retention
Sub-processors (see subprocessors.md) process estimate content only as needed to provide
the service and under the terms described in dpa.md; they do not independently retain
estimate content beyond what is needed to deliver their service to us.
7. Changes to this policy
We may update retention periods as the service evolves; we will post the updated policy with a new effective date.
8. Contact
HVN Group Limited — support@suppsmith.com — Flat/Rm 01, 27/F, Comweb Plaza, 12 Cheung Yue Street, Lai Chi Kok, Kowloon, Hong Kong