Data Retention Policy

Last Updated: February 6, 2026

1. Introduction

CogniFlow Books, a DBA of Sentry Media Solutions LLC ("Company," "we," "us," or "our"), is committed to transparency about how we handle your data. This Data Retention Policy explains how long we retain your information, what happens when you cancel your subscription, and your rights regarding your business data.

This policy should be read alongside our Privacy Policy and Terms of Service.

2. Active Account Data

While your subscription is active, all of your business data is stored securely and available to you at all times. This includes:

  • Business Information: Your company profile, logo, contact details, payment methods, and business settings
  • Customer Records: Customer profiles, contact information, addresses, and job sites
  • Financial Documents: Estimates, invoices, line items, payment records, and payment schedules
  • Employee & Payroll: Employee profiles, timesheets, pay history, and tax calculations
  • Accounting Data: Supplier records, bills, bank transactions, receipts, and financial reports
  • Documents & Files: Uploaded documents, receipts, and files linked to your records
  • Calendar & Events: Scheduled events and appointments
  • Notifications: System notifications and email delivery records

Your data is stored in PostgreSQL databases hosted by Supabase with enterprise-grade encryption at rest and in transit. Row Level Security (RLS) ensures your data is isolated from other businesses on the platform.

3. Your Right to Export Data

You can download a complete copy of all your business data at any time from Settings > Security > Data & Privacy. The export includes all records listed above in a machine-readable JSON format.

We strongly recommend exporting your data before canceling your subscription to ensure you have a complete backup of your business records.

4. What Happens When You Cancel

When you cancel your subscription, the following timeline applies:

Immediate Cancellation

If you cancel immediately (not at period end), your access continues until the end of your current billing period. Your data is retained for 14 days after your billing period ends.

Cancel at Period End

If you cancel at the end of your billing period, you retain full access until that date. Your data is retained for 14 days after the period ends.

After 14 Days

After the 14-day retention window, your account and all associated data are permanently deleted. This process is automated and irreversible. We cannot recover data after deletion.

During the 14-day retention period, you can still export your data by contacting our support team at cogniflowbooks@gmail.com.

5. What Gets Permanently Deleted

When your account is permanently deleted after the 14-day retention window, we delete the following in its entirety:

  • Your business profile and all settings
  • All user accounts associated with your business
  • All customer records and contact information
  • All estimates, invoices, and their line items
  • All payment records
  • All employee records and timesheets
  • All supplier records and bills
  • All bank transactions
  • All uploaded documents, receipts, and files
  • All calendar events
  • All notifications
  • All catalog items
  • Your overhead profile
  • Your Stripe subscription (canceled at time of account deletion)

This deletion is a cascading operation — all related records are removed in a single transaction to ensure no orphaned data remains.

6. Data We May Retain After Deletion

Even after account deletion, we may retain certain anonymized or aggregated data that cannot be used to identify you or your business:

  • Aggregated analytics: Platform-wide usage statistics that do not contain personally identifiable information
  • Legal obligations: Any data required to be retained by applicable law, regulation, or legal proceeding
  • Stripe records: Stripe independently retains payment and subscription records per their own retention policies
  • Email delivery logs: Our email provider (Resend) may retain delivery metadata per their retention policies
  • Server logs: Our hosting provider (Vercel) may retain access logs per their retention policies

7. 60-Day Money-Back Guarantee

Annual plan subscribers are covered by our 60-day money-back guarantee. If you cancel within 60 days of subscribing to an annual plan, you will receive a full refund (excluding taxes and processing fees). The same 14-day data retention policy applies after cancellation.

8. Free Trial Data

During your 7-day free trial, your data is treated identically to a paid subscription. If you do not convert to a paid plan after the trial ends, the same 14-day retention window applies before permanent deletion.

9. Data Security

All data — whether active, in retention, or pending deletion — is protected by:

  • 256-bit SSL/TLS encryption in transit
  • AES-256 encryption at rest
  • Row Level Security (RLS) for data isolation between businesses
  • Automated daily database backups by Supabase
  • Content Security Policy (CSP) headers
  • HSTS, X-Frame-Options, and other security headers

10. Questions & Contact

If you have questions about this Data Retention Policy, want to request early data export during the retention window, or need assistance with your account, please contact us:

11. Changes to This Policy

We may update this Data Retention Policy from time to time. We will notify you of any material changes by posting the updated policy on this page with a new "Last Updated" date. Your continued use of the Service after any changes constitutes your acceptance of the updated policy.