Data Retention Policy
Effective date: November 3, 2026. Version 1.
Effective date: November 3, 2026
Version 1.1
1. About this policy
This Data Retention Policy lists the kinds of information Packlyn Canada ("Packlyn", "we", "us") keeps for Packlyn Design Software, the online version and the Packlyn account service, how long each kind is kept, and why. Packlyn Canada is a print business in Cambridge, Ontario, Canada.
Please read it with our Privacy Policy, which explains what we collect and how we use it, and our Data Deletion and Account Closure Policy, which explains what happens when you delete your account. Information you give through our website, https://packlyn.ca, or its Plyn chat is covered by the website's own Privacy & Cookie Policy (https://packlyn.ca/privacy/).
2. How we decide how long to keep information
We keep personal information only as long as we need it for the purpose we collected it for, or as long as the law requires. Where a fixed period is set in the software or by law, this policy states it. Where no fixed period is set, we say so and explain what decides how long the information is kept. Some periods are settings that a Packlyn administrator can change; this policy gives the current default.
When a period ends, the information is deleted, or the parts that identify you are removed so the record no longer identifies you.
3. Your account
Account information
- What: your name, email address, password (stored only as a scrypt hash), avatar, two-step sign-in settings and codes (stored encrypted or hashed), and your marketing email choice.
- How long: while your account is open, and during the 30-day restore window after you ask to delete it. After that, your two-step sign-in settings and codes are deleted, and your name, email address, password and avatar are removed from the account record.
- Why: to run your account and let you sign in.
Consent records
- What: which version of each legal document you accepted and when, and when you gave or withdrew consent to marketing emails.
- How long: while your account is open. After your account is deleted, they stay with the account record, which no longer has your name or email address.
- Why: to show what was agreed and when, as consent and anti-spam laws expect.
Sessions and sign-in codes
- What: a record of each signed-in session (on the app or in a web browser), and the codes we send to confirm an email address, reset a password, change an email address or finish two-step sign-in.
- How long: a session lasts 12 hours, or up to 30 days if you choose "Remember me", and stops working if it isn't used for 14 days. Its record is deleted 30 days after it ends or you sign out, and all your sessions are deleted when deletion of your account is complete. Codes are valid for 15 minutes; their records are deleted 7 days after they expire, and sign-up codes one day after they expire.
- Why: to keep you signed in safely and to confirm it's you.
Devices
- What: the computers your account has signed in on: the device name, platform, app version and when each was first and last seen.
- How long: while your account is open. After your account is deleted, this record stays with the account record, which no longer has your name or email address. You can ask us to remove it.
- Why: to show you where you are signed in and to protect your account.
4. Your designs
Designs saved to your account
- What: the design files (including the pictures and artwork in them), titles, folders, thumbnails and the name of the device each was last saved from.
- How long: until you delete them. Pro saves up to 50 designs to your account; with all 50 in use, delete one to save another. When our server needs room, designs in the Trash and earlier saved versions may be deleted first, oldest first, but the current version of every design you keep is not deleted. Nothing is deleted because Pro ends. Designs are deleted when you delete them permanently, when their time in the Trash ends, or when deletion of your account is complete. You can download a copy of your designs to your device at any time (My Account › Saved Designs › Download All My Designs).
- Where: stored, encrypted, on Packlyn's own account server (hosted by Cloudflare). Each picture inside your designs is stored once, even when several versions of a design use it. Encrypted backups are kept as described in section 9.
- Why: so you can open your designs on your computer or any other device you sign in on, in the app or the online version.
Earlier versions of a design
- What: previous saved versions of each design saved to your account.
- How long: the newest 20 versions of each design are kept by default. When a newer version is saved, the oldest version beyond that number is deleted. When our server needs room, earlier versions may be deleted sooner, oldest first; the current version of each design is kept. All versions are deleted with the design.
- Why: so you can go back to an earlier version (version history is part of Pro).
Trash
- What: designs you delete from your account.
- How long: up to 15 days after you move a design to the Trash, then deleted permanently together with all its versions. When our server needs room, designs in the Trash are the first to be deleted. You can restore a design from the Trash before then, or delete it permanently at once.
- Why: so a design deleted by mistake can be recovered.
Designs on your device
- What: designs kept on your computer by the desktop app, or in your web browser's storage by the online version.
- How long: until you delete them, or clear your browser's data for the online version. Guest designs are deleted when you close the app. Packlyn doesn't receive designs that stay on your device.
Profile picture
- What: a picture you upload as your avatar.
- How long: until you remove or replace it, or deletion of your account is complete.
5. Plans, usage and AI requests
Usage counts
- What: monthly counts such as the number of downloads in the period.
- How long: while your account is open; deleted when deletion of your account is complete.
- Why: to apply your plan's monthly allowances.
Download permissions
- What: the single-use permission the server gives before a file is downloaded.
- How long: each is valid for 15 minutes, and its record is deleted after 3 days.
AI request records
- What: for each Plyn AI request, the kind of request, the model, token counts, estimated cost, whether it succeeded and the time. Packlyn's server does not store your prompts, the AI's answers or your pictures.
- How long: no fixed period is set. They are kept for accounting, Pro's daily Plyn AI amounts, spending limits and to run the service. After your account is deleted, they stay with the account record, which no longer identifies you.
6. Payments and billing
Billing and tax records
- What: receipts (numbers in the form PD-YYYY-NNNNNN), payments, refunds, failed charges, amounts, sales tax, the province or territory used for tax, payment dates, records of payments made directly to Packlyn, promo codes used, and Square's references for you as a customer and for your card, with the card brand and last four digits.
- How long: six years from the end of the tax year they relate to, as Canadian tax law generally requires, or longer if the law requires it or a dispute or audit about them is open. They are kept after your account is deleted.
- Why: to meet our tax and accounting obligations and to answer questions about charges.
Card details
Packlyn never receives or keeps your full card number or security code. Square keeps the card on file and its own payment records under its own terms and legal obligations.
7. Messages, refund requests and quote requests
Messages and refund requests
- What: messages and refund requests you send from the app (with the reason, details, your email address, your plan and the payment concerned), the emails you send to packlyncanada@gmail.com, our replies, and notes Packlyn staff add to your account while helping you.
- How long: no fixed period is set. They are kept as records of what was asked and decided, including for refunds, which are part of our billing records. They are not deleted with your account. You can ask us to delete a message we no longer need.
- Where: with your account on Packlyn's server, and in Packlyn's mailbox at packlyncanada@gmail.com.
Quote requests
- What: "Print With Packlyn" quote requests and their files.
- How long: no fixed period is set. They are business records of your print enquiry and are not deleted with your account. If you have a question about a quote request, contact us.
8. Security records
Audit log of administrator actions
- What: a record of account and administrator actions, such as an administrator opening a customer's account, grants of Pro access, refund decisions, recorded payments, published legal documents and role changes, with who did them and when. Network addresses are stored only as keyed one-way hashes.
- How long: kept permanently. The audit log is append-only, so entries are never changed or deleted.
- Why: accountability, so that every administrator action can be checked later.
Security events
- What: events such as failed sign-ins, lockouts, refused administrator requests and rejected uploads, with network addresses stored only as keyed one-way hashes.
- How long: no fixed period is set. They are kept for security, to spot patterns of abuse over time.
Server request logs
Our request logs contain no personal information.
9. Backups
- What: copies of the account server's database and of the designs saved to accounts, so the service can be restored after a failure.
- Where: on Packlyn's own office computer (Packlyn Manager copies everything there automatically), and in our hosting provider Cloudflare's own recovery copies of the account server's storage, which go back 30 days.
- How long: backups are made every day. Our operating procedure keeps daily backups for 30 days and monthly backups for 12 months, so information you delete can remain in a backup for up to about 12 months, until that backup is replaced. A design you delete permanently is removed from the server's design store 14 days later, and from the copies on Packlyn's computer within 12 months.
- How they are protected: backups are kept with restricted access and encrypted with our server's key.
10. Installer downloads
The installers for the desktop app are downloaded from packlyn.ca, which is hosted by Cloudflare. Packlyn's account server does not keep a record of who downloaded an installer. As for every page of packlyn.ca, the hosting provider's web server logs record each request (such as the network address, time and file) for a short time under their own policies, and may show Packlyn aggregated statistics, such as the number of downloads, which don't identify you.
11. Information held by service providers
Our service providers keep information under their own terms and legal obligations: Square for payments, Google for Packlyn's mailbox, Cloudflare for hosting, storage and email delivery, and our AI providers (Anthropic and Groq, Cloudflare when Packlyn has its Workers AI service switched on, and Stability AI when Packlyn has enhanced upscaling switched on), which may keep data as their terms allow. The Privacy Policy lists them and what each receives.
12. Your choices
You can delete designs from your account at any time, remove your profile picture, turn off marketing emails, sign out of devices, download a copy of your account information in My Account › Privacy And Data, and delete your account. If you would like us to delete information that this policy says has no fixed period, contact us. We will delete it if we no longer need it and the law doesn't require us to keep it, and if we must keep it, we will tell you why.
13. Changes to this policy
We may update this policy when our services, our settings or the law change. Each version has an effective date and a version number, and you can find the current version in the app under Legal and Policies. If we make a significant change, we will tell you in the app or by email before it takes effect.
Contact us
If you have a question about how long we keep your information, contact us:
- In the app: My Account › Help › Message Packlyn Canada
- Email: packlyncanada@gmail.com (please put "Privacy" in the subject line)
- Contact page: https://packlyn.ca/contact/
- Packlyn Canada, Cambridge, Ontario, Canada