Data Retention Policy
Last updated: November 3, 2026
This policy explains how long Pilot Light Business Solutions LLC (“PilotLight”) keeps information, and what happens to it when a business closes its account or a person deletes their login. It is part of our Privacy Policy and Terms of Service.
1. While an Account Is Open
A business’s records belong to that business, and they stay for as long as its account is open unless the business removes them. They are not deleted on a schedule, because they are the business’s job, tax, warranty, and payroll history.
| Information | How long we keep it |
|---|---|
| Customers, work orders, quotes, invoices, payment records, inventory, and uploaded files | While the account is open |
| Text messages, emails, and voicemail transcripts | While the account is open |
| Customer signatures | With the work order, while the account is open. The copy on the technician’s device is cleared as soon as it uploads. |
| Time cards, schedules, and job history | While the account is open, including after an employee leaves or deletes their login |
| Text message consent and opt-out records | While the account is open |
| A technician’s current location | Only the most recent position. It is deleted once the technician is clocked out with no active job, or after 2 hours without an update. Arrival, departure, and clock-out times stay with job and time records. |
| In-app notifications | 3 days after being read, or 30 days after being created if never read |
| Links to view a quote, invoice, order, or service plan | They stop working after 90 days. Sending the document again creates a new link. |
| Customer tracking links | They stop showing the technician on arrival, or after 6 hours at most |
2. When a Business Closes Its Account
A subscription can end because the business cancels it, because payment fails and is not resolved, or because the account holder deletes their account. A cancelled plan keeps working until the end of the period already paid for.
- 30 days to export: When the subscription ends, we email the business and lock its dashboard. For the next 30 days, an account owner can sign in to download its data or stop the deletion.
- Then we delete it: After 30 days we permanently delete the business’s records, its uploaded files (including photos, signatures, and attachments), and the sign-in accounts of its staff and customers. A sign-in that a person also uses with another business stays for that business.
3. When a Person Deletes Their Login
Anyone can start this in the mobile app or on the web. See how to delete your account.
- Employees: We delete the login right away, along with the person’s contact details, home or starting address, birthday, photo, PIN, device registrations, and location. Their name, employee number, and job and time records stay with their employer, which needs them for payroll and job history, until the employer’s account closes.
- Account holders: The only owner of a business can’t delete their login while the business stays open, so deleting it closes the business’s account as described above. If the business has another owner, only the person’s own login is deleted.
- Customers of a business: We delete the portal login. The business keeps its records of the work it did for them. Ask the business directly if you want those records removed.
4. Copies Held Elsewhere
- Backups: Deleted information can remain in our database backups, which are overwritten on a rolling basis within 30 days.
- Devices: The mobile app keeps some job information on the device to work offline. Deleting your account from the app clears it.
- Service providers: Providers such as Twilio, Stripe, PayArc, Clover, Resend, Brevo, and Sentry keep their own records under their own retention schedules. Payment processors must keep transaction records for legal reasons.
- Google Calendar: We delete a business’s PilotLight calendars when its account is deleted. Copies someone made to their own calendar stay there.
- Our own records: We may keep what we are legally required to keep, such as our billing and tax records, and what we need to resolve a dispute or enforce our agreements.
5. Requests
To ask about or request deletion of your information, contact us at privacy@pilot-light.app. If a business using PilotLight holds your records, it decides what happens to them, so we will direct your request to that business or help it respond.
6. Changes to This Policy
We may update this policy from time to time. We will post the new version on this page and update the “last updated” date.