Data security and retention

This page explains where we store Subscriber Data, how we protect it and how long we retain it. It is incorporated by reference into the Data Processing Agreement and also constitutes the disclosure required by Article 28 of Regulation (EU) 2023/2854 (the Data Act).

How this may change: we update security measures as technology develops, without reducing the level of protection. We shorten a retention period only after publishing the change on this page under "Planned changes" and notifying Subscribers by email at least 30 days in advance; an extension is possible only through an amendment under section 16.3 of the Terms of Service. Retention periods for processing for our own purposes are set out in the Privacy Notice.

1.Where the data is stored

The providers' roles, the data they process and the transfer safeguards are detailed in the Subprocessor Register.

Being phased out. The former database, authentication and storage provider (Supabase Pte. Ltd., Frankfurt) has not processed live data since 25 September 2026; the sealed copy of the state before the migration and the disabled accounts remaining in the Google Identity Platform test environment will be deleted by 30 November 2026 at the latest.

Agent installation and update packages are available from GitHub release storage, usually through Cloudflare at agent.printerms.com. This route does not transmit Subscriber Data.

2.Protection against access by authorities in third countries

• We select a primary storage and processing region within the European Union wherever the service allows this.
• We use data processing agreements, the European Commission's Standard Contractual Clauses and the EU-US Data Privacy Framework, as applicable.
• We use encryption in transit and at rest, least privilege and logged access.
• In response to a request based on law, we disclose only the minimum data required, notify the Subscriber unless prohibited by law, and challenge requests that are manifestly unlawful or disproportionate.

3.Security measures

4.Backups

An encrypted database backup is created daily within the EU; point-in-time recovery (PITR) is available for the preceding 7 days. A full encrypted export is created weekly and retained for no more than 35 days, or 42 days at most including the recoverability of deleted objects. A temporary copy is created for the quarterly recovery test and deleted when the test ends. Deleted data is also removed from backups within these periods. The database runs in a single zone; in the event of a zone failure, we restore it from a backup.

5.Retention periods

Business records: for as long as the account exists. Customers, suppliers, sites, printers, contracts and tariffs, meter readings (including DCA meter history), sales and supplier invoice data and sales invoice PDFs, revenue data, parts and stock, service logs, signed work sheets and Users. The Subscriber may delete these earlier.

Technical and operational data: deleted automatically on expiry.

Deletion after termination of the contract and account deletion is governed by section 9.4 of the Data Processing Agreement; backups are governed by section 4 of this page.

6.Planned changes

Effective 30 November 2026. We are shortening the retention periods below and introducing a retention period for data not yet listed in the table. Business records (section 5) are not affected.

The data of a completed import is kept as a business record. After the change these rows move to the table in section 5.

Contact: privacy@printerms.com.