GDPR & Data
Data Retention Policy
Retention periods for personal data processed in connection with InstaSurv. Practices remain responsible for their own professional retention obligations for survey records.
Last updated: 21 August 2026
1. Principles
We keep personal data only as long as needed to provide the Service, meet legal and accounting duties, resolve disputes, and maintain security. Retention may differ for controller data (accounts/billing) and processor Customer Data.
2. Account & billing (controller)
- Active subscription accounts: retained while the account is active.
- Billing and invoice records: typically retained for up to 7 years to meet UK tax and accounting requirements.
- Support correspondence: retained for a reasonable period to handle follow-ups (usually up to 3 years unless needed longer for a dispute).
- Security and access logs: retained for a limited operational period (typically up to 12 months) unless needed for an investigation.
3. Customer Data (processor)
Client, property, report, image, and workflow data you store remains available while your subscription is active, subject to your own deletion actions in the product.
After account closure or a verified deletion request for Customer Data, live data is removed according to our Data Deletion Procedure. Backups may persist for a limited rolling window (typically up to 30–90 days) before expiry.
4. Your professional duties
Surveying practices often need to retain reports and related records for longer under professional, contractual, or insurance requirements. Export data before closing an account if you need an archival copy.
See all documents in GDPR & Data, or our Privacy Policy.