1. Retention Principles
PSW Pro retains information for as long as reasonably necessary to provide and maintain the Services, comply with legal obligations, resolve disputes, enforce agreements, and protect the platform and its users. After that, information is deleted, de-identified, or retained only as necessary for legal, security, or operational purposes.
The specific retention period for any given data type depends on the nature of the data, applicable legal requirements, backup cycles, and customer instructions. This policy explains the general framework.
2. Active Account Data
While your account is active, PSW Pro retains the information you and your authorized users enter into the platform. This includes client records, care notes, schedules, timesheets, invoices, mileage entries, expenses, staff information, and other Customer Data.
You control most of this data and can edit, export, or delete it through the platform while your account is active.
3. Billing and Transaction Records
PSW Pro retains billing, payment, and transaction records for as long as reasonably necessary to comply with tax, accounting, and legal requirements. These records may be retained after account closure.
4. Security and Audit Logs
Security and audit logs may be retained for a period consistent with operational, security, and legal requirements. Logs help detect unusual activity, diagnose issues, and support investigations.
5. Support Communications
Communications with PSW Pro support, including emails and support tickets, may be retained to provide continuity of service, improve support quality, and maintain records of interactions.
6. Legal Holds
If PSW Pro is subject to a legal requirement to preserve information, such as a court order, regulatory request, or investigation, the affected information may be retained beyond normal deletion timelines until the legal hold is lifted.
7. Backup Retention
PSW Pro may maintain backups as part of operating the platform. Backups are retained according to operational requirements and may contain copies of data that has been deleted from the live platform. Information in backups may not be immediately removable, but will be deleted or overwritten as backups cycle through their normal retention schedule.
8. Deletion Procedures
When you delete data within the platform, it is removed from your active view. The data may persist in backups for a period before being permanently deleted through the normal backup cycle.
If you request account deletion, PSW Pro will take reasonable steps to delete your Customer Data from the live platform. Complete and immediate deletion from all systems, including backups, may not be possible. Recovery of deleted data is not guaranteed.
9. Account Closure
You may request account closure at any time by contacting support@pswpro.ca.
Before closing your account, you should export any records you are required to retain. Account closure may permanently affect your ability to access Customer Data after any applicable retrieval period expires.
10. Subscription Cancellation vs. Account Deletion
Cancelling a subscription stops future billing and may move your account to a free plan or restrict access to paid features. It does not necessarily delete your data.
Account deletion is a separate action that involves removing your account and associated Customer Data. If you want your data deleted, you must specifically request account deletion.
11. Administrator-Controlled Organization Data
For organizations, the administrator generally controls the organization's data within the platform. Administrators can export or delete client records, worker information, and other organizational data.
If an administrator requests deletion of an entire organization's data, PSW Pro will cooperate with reasonable instructions, subject to legal obligations and technical limitations.
12. Worker Accounts
Worker accounts are managed by the organization administrator. When a worker leaves or changes roles, the administrator should remove their access. The worker's records may remain accessible to the administrator for business and legal purposes.
13. Data Export Before Closure
You are responsible for exporting or retaining independent copies of records that are essential to client care, legal compliance, tax and accounting obligations, employment records, and professional documentation. Do not rely on PSW Pro as the only copy of information that cannot reasonably be replaced.
PSW Pro does not guarantee that Customer Data can be recovered after account deletion.
14. Identity Verification
Before processing a data deletion or account closure request, PSW Pro may verify your identity to protect against unauthorized deletion. For organization accounts, verification may involve confirming that the requester is an authorized administrator.
15. Records That Must Be Retained by the Subscriber
Certain records may need to be retained by the subscriber outside the platform to meet legal, professional, tax, or employment obligations. PSW Pro is not a substitute for your own record-retention procedures. You are responsible for understanding and meeting the retention requirements that apply to your business or practice.
16. Recovery Limitations After Deletion
Once data is deleted from the live platform and backups have cycled through their retention schedule, recovery is generally not possible. PSW Pro does not guarantee that deleted data can be recovered.
17. Request Procedure and Response
To request data deletion, account closure, or data export, contact support@pswpro.ca. Please include:
- Your name and email address associated with the account;
- The specific request (data export, account closure, or data deletion);
- For organization accounts, confirmation that you are an authorized administrator.
PSW Pro will acknowledge your request and communicate expected timelines. The time required to complete a request depends on the data type, volume, legal obligations, backup cycles, and customer instructions.
18. Contact
For questions about data retention or account deletion, contact:
PSW Pro
Email: support@pswpro.ca
Website: https://pswpro.ca
Last updated: August 16, 2026