Data Retention & Deletion Policy

PT Biz retains the following categories of data while your account is active:

Retention periods are based on:

• Legal requirements: Financial and tax records are retained for a minimum of 7 years in accordance with IRS guidelines and applicable state laws.
• Contractual necessity: Data needed to fulfill our service agreement with you is retained for the duration of your active subscription.
• Legitimate interest: Security logs and audit trails are retained for up to 1–2 years to support incident response.
• User consent: Any data collected solely on the basis of your consent will be deleted promptly upon withdrawal of consent or account deletion request.

You have the right to request deletion of your personal data at any time. PT Biz provides a self-service Data Deletion tool directly within the app (Settings → Data & Privacy). You may delete the following categories individually:

• Connected Bank Accounts (Plaid): Immediately disconnects and removes all stored financial account tokens and synced transaction data.
• Expense Data: Permanently deletes all expense records from your account.
• Client Data: Permanently deletes all client profiles and associated records.
• Policies Created: Permanently deletes all coach-created policy documents and their send history.
• Income Data: Permanently deletes all manually entered income records.

Note: Invoice and billing records may be retained for up to 7 years to fulfill legal tax record-keeping requirements, even after a deletion request. All other data is deleted immediately upon request.

We work with the following processors who have their own data retention policies:

• Stripe: Payment data is retained per Stripe's Privacy Policy. You may disconnect Stripe at any time.
• Plaid: Financial data is governed by Plaid's End User Privacy Policy. Disconnecting your bank removes PT Biz's access immediately.
• Google (Gmail): Email delivery logs are subject to Google's Privacy Policy.
• Twilio (SMS): SMS delivery logs are governed by Twilio's Privacy Policy.

To request full account deletion — including all data not subject to legal retention requirements — please contact us at support@ptbiz.app. We will process your request within 30 days and confirm deletion in writing. Data subject to legal retention (e.g., invoices for tax purposes) will be noted in our response.

This policy is reviewed at minimum:

• Annually — as part of our scheduled information security program review.
• Following any significant change to applicable privacy laws (e.g., new state privacy legislation, GDPR updates).
• Following any security incident that affects data retention or deletion procedures.
• When new data categories are introduced to the platform.

Users will be notified of material changes to this policy via email or an in-app notice.

For users in the EU or California, our data retention is based on the following legal grounds:

• Contract performance: Data necessary to provide the services you subscribed to.
• Legal obligation: Financial records retained as required by tax law.
• Legitimate interests: Security logs for fraud prevention and incident response.
• Consent: Any data collected only with your consent is deleted upon withdrawal.

To exercise GDPR rights (access, rectification, erasure, portability, objection) or CCPA rights (know, delete, opt-out of sale), contact support@ptbiz.app.