Survtapp

Data Retention Policy

Last updated August 25, 2026

This Data Retention Policy explains what personal data Survtapp collects, why, how long we keep it, and how it is archived and deleted. Survtapp is built and hosted in Canada; we handle personal data in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), Québec's Law 25, and — where they apply — the EU/UK GDPR.

What We Collect

When a response is collected through the web or the mobile app, we may store:

  • Public IP address — the network address the response was submitted from (web and mobile), used for security, fraud prevention, and abuse rate-limiting.
  • Device make and model — general device information reported by the mobile operating system.
  • An app-generated device identifier — a random UUID created by our app to distinguish devices for sync and device-locking. This is not a hardware serial number, IMEI, or advertising identifier.
  • Location — GPS coordinates captured at collection time (with consent, where required) and a human-readable place (city, region, country) that we derive from those coordinates.
  • Respondent contact fields and answers — the information a respondent provides in a survey, checklist, or waiver.
  • Timestamps — when a response was submitted (the true on-device completion time), collected, and synced to our servers.

How Long We Keep It

Retention depends on your subscription:

  • Paid accounts: response and respondent data is retained while your subscription is active, up to a maximum of 7 years, after which it is deleted.
  • Free accounts and expired free trials: a response is soft-archived 90 days after it is collected (retained but flagged and removed from day-to-day views), and then permanently deleted 30 days after it is archived — roughly 120 days after collection. Upgrading to a paid plan before deletion extends retention to the paid window.
  • Billing and tax records: retained for 7 years regardless of account status, as required by law.
  • Audit logs: retained for 12 months.

These windows are enforced automatically by a scheduled job. Every archival and deletion is recorded in our internal audit log. The specific day counts may be adjusted; the current values are shown above.

Archive vs. Deletion

Soft-archive retains the data but marks it archived; it can be restored (for example, if you upgrade) until the deletion step runs. Hard-delete permanently removes the response, its answers, and its uploaded files from our active systems and is not reversible. Backups are retained briefly for disaster recovery and then rotated out.

Legal Basis

We process this data to provide the service you have engaged us for (performance of a contract), with your consent where consent is the appropriate basis (for example, capturing precise location), and to meet our legal obligations (such as retaining billing records).

Your Rights & How to Exercise Them

Subject to applicable law, you may request access to, correction of, export of, or deletion of your personal data. Account administrators can export and delete response data from within the dashboard (Settings → Privacy/GDPR). To make a data-subject request, or if you are a respondent who wishes to reach the organization that collected your data, contact us at [email protected] and we will route the request appropriately. On account closure, a 30-day export window applies before data is purged.

Where Your Data Lives & Our Sub-processors

Survtapp's database and file storage are hosted in Canada, and your survey data — responses, signatures and uploaded files — is not transferred outside Canada. Website analytics is the one exception, and is described below. We rely on a small number of sub-processors, each under a data-protection agreement:

  • Cloud hosting provider (Canada) — database and uploaded-file storage.
  • Email delivery provider — transactional and notification email.
  • Reverse-geocoding provider (OpenStreetMap / Nominatim, or an equivalent) — converts submitted GPS coordinates into a readable place name. Only rounded coordinates are sent, and results are cached to minimise lookups.
  • Stripe — payment processing (we never store full card numbers).
  • Google (Google Analytics 4) — website analytics on our public marketing pages and the sign-in page only. It is never loaded inside the application, so it sees no survey, response, contact or waiver data. IP addresses are anonymised and Google Signals (cross-device advertising) is disabled. Analytics data is processed by Google outside Canada; see our Cookie Policy, where you can decline analytics cookies.

Sale of Data

We do not sell personal information to data brokers or share personally identifiable information with third parties for their own commercial purposes.

Contact Us

If you have questions about our data-retention practices or would like to request deletion of your data, please contact us at [email protected].