Data Retention Policy
This policy describes how long BoxNear keeps each category of data and how deletion is enforced. An automated retention job runs daily at 03:00 UTC and permanently removes records older than the thresholds listed below.
1. Retention schedule
The following schedule reflects the retention rules currently configured in the BoxNear platform. Values may be adjusted by BoxNear administrators; the active values are always the values enforced by the automated retention job.
| Data category | Default retention | Basis |
|---|---|---|
| Authentication events (sign-in, sign-out, password reset) | 180 days | Security monitoring, incident investigation |
| In-app notifications | 365 days | User history, product improvement |
| Support tickets (after closure) | 2 years | Customer service, dispute resolution |
| Support messages (inside closed tickets) | 2 years | Customer service, dispute resolution |
| Fraud signals and heuristics | 365 days | Fraud prevention, model tuning |
| Stripe webhook events (after processing) | 90 days | Payment reconciliation |
| Administrative and financial audit log | 7 years | Tax, accounting, regulatory retention |
| Smart Scanner usage metering rows | 365 days | Billing, quota enforcement |
| Unpaid / expired reservations | 30 days | Marketplace hygiene; no financial obligation attached |
| Soft-deleted / expired listings | 90 days | User-initiated deletion window; dispute grace |
2. Data kept for the life of your account
The following categories are kept for as long as your BoxNear account is active because deleting them would break basic platform function:
- Profile record (name, email, phone, city, verification tier).
- Store profile (name, logo, address, hours, verification level).
- Active or scheduled listings.
- Confirmed reservations that are not yet complete.
- User roles and store memberships.
3. Data kept after account closure
When you close your BoxNear account (see Data Subject Access Requests), the following records are retained because we are legally obligated to keep them or because they are required to complete open financial and dispute processes:
- Payments, refunds, and payouts — retained for 7 years for tax, accounting, and financial-reporting obligations. Personally identifying fields not required for these records are removed at account closure.
- Verification documents — retained for the period required to demonstrate compliance with our KYC obligations under Stripe Connect's terms, then deleted.
- Reviews you posted — kept but anonymized (rating retained; body cleared; author replaced with "Former user").
- Fraud signals tied to your prior activity — retained for the standard fraud-signal window (365 days) to prevent evasion via re-registration.
- Legal-hold records — any records covered by an active legal hold, subpoena, or open dispute are retained until the hold is lifted.
4. How deletion is enforced
A retention job runs automatically once every 24 hours at 03:00 UTC. For each enabled category, the job identifies rows older than the configured retention threshold and permanently deletes them, up to a bounded batch size per run (10,000 rows per category per run to protect platform performance). Every run — including empty runs and failures — is logged in an internal audit log that includes the category, cutoff timestamp, deleted row count, and any error. Administrators may trigger an on-demand retention pass or a dry-run simulation from the internal admin console.
5. Data you can delete yourself
- Listings — you may remove any listing you created at any time; the listing enters the soft-deleted state and is permanently removed after 90 days.
- Profile photo, name, business info — editable at any time from your account settings.
- Account closure — request deletion via the Data Subject Access Request workflow.
6. Backups
BoxNear's hosting providers (Supabase, Cloudflare) maintain operational backups for disaster recovery. Deleted data may persist in these backups for up to 30 days after deletion before being overwritten in the normal backup rotation. Backups are not used to restore individual records outside of a full-system disaster event.
7. Changes to this policy
Retention thresholds may be adjusted from time to time to reflect legal, security, or product requirements. Material changes will be reflected in the effective date at the top of this page. Historical retention rules for records that have already been deleted cannot be reversed.
8. Contact
Questions about data retention: support@boxnear.com. To exercise your rights of access, correction, or deletion, see Data Subject Access Requests.