Retention schedule

Canadian edition dated 2026-10-31

Published retention periods, account deletion and the business's responsibility to retain required records.

Deletion requests

Request deletion in Settings → Your account or contact support@procafe.app. The request is recorded and acknowledged; it does not immediately delete the account and can be withdrawn by replying. We respond within the applicable legal period. After closure, sign-in stops and the account is recoverable for 30 days; account name, email, password and second-factor details are then erased and confirmation is sent.

Employer-controlled staff and signed operational records can retain names where the business has a lawful retention need. Direct those requests to the business; ProCafe follows its instructions. A lawful hold for a claim, investigation or authority request can defer erasure until it ends. The request remains open during the hold.

This service schedule is not a statement of every Canadian food-record retention rule. Keep the required copy for your actual activity, including after cancellation. Covered federal retail traceability and provincial purchase or training records can have distinct periods and retrieval requirements.

Retention schedule
Information	Period	Notes
Live staff and operational data	Account lifetime	Earlier deletion subject to the business's instructions and lawful retention.
Attendance evidence and payroll-preparation history	Account lifetime, subject to instructions and lawful retention	Includes owner-enabled coordinates, accuracy and photos, breaks, corrections, approvals and captured base/overtime rates. Upload-link expiry does not erase completed evidence.
Private employee records and contract evidence	Account lifetime, with business-led retention review	Contact details, right-to-work files and reviews, payslips, immutable profile/contract versions and signing receipts. A recorded retention date is for manual review; it does not automatically erase records or earlier versions. Requests remain subject to the business's instructions and lawful retention.
Team messages and read state	Account lifetime, subject to instructions and lawful retention	Removing membership stops further access, without automatically erasing conversation history or other participants' records. Pending mobile sends remain until sent or cleared from the device.
Closed account before erasure	30 days after closure	Recovery window before personal account details are erased.
Deletion-request evidence	6 years	Request, deadline and outcome; detached from name and email after erasure.
Food-safety records and audit trail	While active; exportable on closure	The business keeps its required copy.
Account and billing records	6 years after closure where legally required	Applicable tax and accounting obligations.
Support correspondence	24 months	Service history and issue resolution.
Request and security logs	90 days, then purged	Minimal personal information.
Backups	Rolling 30-day window	Live deletions age out with the backups.
Mobile cache and outbox	Outbox until sync; cache until pruned or cleared	Separated by user and business. Complete sync before clearing local data.