Data retention policy

1. The short version

Pathquill does not currently delete stored records automatically on a fixed schedule. We keep records while they are needed to run the pilot and the service, we delete them when you ask, and we will publish fixed retention periods before any paid launch.

2. What we store and how long it is kept today

• Test runs and evidence: run tokens, timestamps, HTTP status codes, outcomes, and failure stage codes for each check, plus the public evidence page for that run. Kept until deleted on request or erased by the owner-admin. Pathquill can prune these automatically once a customer-approved retention window is configured and cleanup is switched on for that deployment; that is not switched on today.
• Inbox match records: the matched pq-run-… token, a provider source label, and the arrival time. Kept on the same basis as test runs. Email bodies, headers, and webhook payloads are not stored.
• Monitoring configuration: authorised form URLs, receiving inbox labels, and authorisation confirmations. Kept while you are using Pathquill, then deleted on request.
• Pilot applications: the details you submit on the pilot form or the quick-apply dialog. Kept while relevant to the pilot and deleted on request.
• Suggestions and feedback: the message and any name or email you choose to give. Kept while relevant to the product and deleted on request.
• Chat contact details: if the site chat is available and you choose to leave your name and contact details, we keep those and your last message (or a short summary) so we can reply. Kept while relevant and deleted on request. Chat conversations themselves are not stored on our servers.
• Operator accounts and sessions: account details, password hashes, and session records for the dashboard. Sessions expire after seven days; account records are kept while the account exists.
• Abuse-protection counters: salted hashes of IP addresses used for rate limiting, pruned after about a day.
• Password reset tokens: a short-lived digest that stops working after it expires.

2A. Planned continuity monitoring

Continuity monitoring is on our roadmap and not available yet. If an agency enables it in future, Pathquill will store only event counts and metadata (timestamps and source labels) from the connected CRM or inbox, never lead contents such as names, contact details, or message text. We will publish how long those counts are kept, and update this page, before the feature is offered.

3. Copies held elsewhere

Notification emails about applications and suggestions sit in our mailboxes until we delete them. Our hosting provider, Cloudflare, keeps request logs and may keep database recovery copies for a limited time under its own policies. Copies of test enquiries that reached your own inbox or CRM are under your control, not ours.

4. Asking for deletion

Email support@pathquill.app from the address you used (or tell us the details you gave) and say what you would like deleted. We aim to respond within 30 days and will confirm when it is done. Agencies in the pilot can also ask us to erase all records for their workspace when the pilot ends.

5. Changes

When we set fixed retention periods or switch on automatic cleanup, we will update this page and its “Last updated” date. See also our Privacy Policy.