Data Retention Policy
Effective date: [EFFECTIVE DATE]
This policy explains how long Gold Prints Publishing keeps each kind of data in Gold Prints Publishing Studio, and why. It forms part of our Privacy Policy.
| Data | How long we keep it | Why |
|---|---|---|
| Account details (name, email, sign-in records) | Until you delete your account | To provide the Service |
| Books, chapters, Story and Series Bibles, outlines, research, tasks, files | Until deleted by you or the workspace owner, or until the workspace is deleted | To provide the Service |
| Chapter version history | As long as the chapter exists | So you can see and restore earlier text |
| "Recently deleted" chapters (with their text and history) | Until restored, or until the book or workspace is deleted [WE PLAN TO ADD AUTOMATIC REMOVAL AFTER 30 DAYS — UPDATE WHEN BUILT] | So mistakes can be undone |
| Story and Series Bible version history | As long as the Bible exists | So earlier versions can be restored |
| Daily book backups (private storage) | The 14 most recent verified backups of each book; older ones are removed automatically. Removed when your account is deleted. | Disaster recovery |
| Saved exports (DOCX, PDF, EPUB) | Until you delete them, or your account is deleted | So you can download them again |
| Unsaved chapter text in your browser | Until it is saved or you discard it | So work survives a crash or lost connection |
| AI usage records (feature, time, model, amount used) | While the workspace exists | Usage limits, cost control, security |
| Activity records | While the workspace exists | Team visibility and security |
| Invitations | Pending invitations expire after 14 days; the record stays while the workspace exists | Team management |
| Account deletion records (an anonymous account identifier, date and counts, no email or content) | [6 years] | To show we handled deletion requests correctly |
| Support emails and complaints | [2 years] after the matter is closed | To handle follow-ups and improve the Service |
| Server and error logs (our hosting provider) | A short period set by the provider [CHECK VERCEL PLAN] | Security and fixing errors |
| Requests sent to our AI provider | Up to 30 days at OpenAI (see the AI Disclosure) | Abuse monitoring by the provider |
| Database platform backups (Supabase) | [AS SET BY THE SUPABASE PLAN — CHECK] | Disaster recovery |
When you delete your account
See the Account Deletion Policy. Data that belongs only to you is deleted straight away, including stored files and backups of your own books. Copies may remain for a short time in provider backups and logs listed above until they are rotated out; they are not used for anything else.
Legal holds
We may keep specific data for longer if the law requires it, or if it is needed for a legal claim or investigation, and only for as long as necessary.
Questions
Contact goldprintspublishing@gmail.com.