Data Retention Policy

Retention principle

We retain personal data only as long as reasonably necessary to prepare or operate a recovery, maintain required transaction or legal records, respond to requests, and secure the service. Data is then deleted or anonymised where it is no longer required.

Active and open cases

RecoveryCase debtor information, related linked-order data, and required evidence are retained while the case is being prepared or remains active. Active cases are never removed by the time-based retention process.

Closed cases and evidence

Customer-identifying RecoveryCase and linked Chargeback data becomes eligible for anonymisation 24 calendar months after a terminal recovered or closed-unsuccessful case has a recorded closure date.

Private evidence objects and their descriptive metadata are deleted on the same timetable as the associated closed case, unless earlier deletion is required or continued retention is legally necessary.

Unconverted records

Personal fields in Chargebacks and ShopifyOrder snapshots that are not supporting an active case become eligible for anonymisation after 24 months without relevant activity. Non-personal dispute and financial facts may remain.

Financial and audit records

Minimal non-customer-identifying transaction, payment, security, and audit records may be retained longer where reasonably required for accounting, fraud prevention, dispute resolution, or legal obligations. We do not use this exception to keep unnecessary debtor contact details or evidence.

Uninstall and shop deletion

An app uninstall removes Shopify OAuth sessions and stops further Shopify access. Shopify subsequently sends shop/redact; successful processing removes the shop’s remaining application records and private evidence objects.

A valid customers/redact request deletes matching evidence and anonymises customer-identifying order, chargeback, and RecoveryCase fields while preserving only necessary non-personal financial and audit facts.

How the policy is executed

Shopify privacy events execute automatically when valid signed webhooks arrive. A server-only, tenant-scoped daily process applies the 24-month rules in the production environment. Failed tenant runs are safely retried without exposing personal data.

Contact

Chargeback Recovery is operated by Marc Best, 58 Ramilles Close, London, SW2 5DG, United Kingdom. Questions and privacy requests can be sent to support@aithorapp.co.uk.