Data Retention Policy

Last updated: July 2026

Overview

This Data Retention Policy explains how long ScanStar retains different categories of data collected through the online store at scanstar.co and the ScanStar platform at my.scanstar.co, and how you can request deletion of your data.

1. Account and Business Data

We do not automatically delete your account or business data upon cancellation or inactivity. This includes your business profile, settings, QR code configurations, and platform preferences.

Your data remains stored on our platform indefinitely so that if you choose to resubscribe at any time, your account and all associated data will be exactly as you left it.

If you wish to permanently delete your account and all associated data, you may request this by emailing hello@scanstar.co. We will process your deletion request within 30 days. Once data is permanently deleted, it cannot be recovered.

2. Review Data

Review data synced from third-party platforms including Google, TripAdvisor, and Facebook is retained indefinitely while your account is active. This data is used to power analytics, benchmarking, and the Review Wall feature.

Upon account deletion, all synced review data will be permanently deleted from our systems within 30 days.

3. Scan Events and Analytics

Scan event data, including timestamps, device information, and associated QR code identifiers, is retained indefinitely while your account is active. This data is used to power your analytics dashboard and business insights.

Upon account deletion, all scan event and analytics data will be permanently deleted from our systems within 30 days.

4. Customer Contact Data

Customer contact data collected through ScanStar capture pages and StarPages, including names, email addresses, and phone numbers, is retained indefinitely while your account is active and is accessible through the ScanStar CRM.

You may delete individual contacts at any time from within the platform. Upon account deletion, all customer contact data will be permanently deleted from our systems within 30 days.

As a business owner using ScanStar, you are the data controller for this data. You are responsible for ensuring you have appropriate consent from your customers to collect and retain their data, and for complying with any data subject deletion requests you receive.

5. Order and Transaction Data

Order and transaction data related to purchases made through scanstar.co is retained for a minimum of 7 years in accordance with Portuguese tax and accounting law. This data cannot be deleted upon request where retention is required by law.

6. Payment Data

ScanStar does not store payment card details. All payment data is processed and stored by Stripe in accordance with their own data retention policies and PCI DSS compliance standards.

7. Email Communications

Transactional emails sent through Resend are retained for up to 90 days for delivery tracking and support purposes. Marketing email preferences and unsubscribe records are retained indefinitely to ensure we honour your communication preferences.

8. Support Communications

Communications with our support team at hello@scanstar.co are retained for up to 3 years to provide effective support and maintain a record of interactions.

9. Cookies and Tracking Data

Cookie and session data is retained in accordance with the settings you choose in our cookie consent banner. Analytics data collected through cookies is retained for up to 26 months. You may withdraw your cookie consent at any time through the cookie preferences banner on our website.

10. Data Deletion Requests

You may request deletion of your personal data at any time by contacting hello@scanstar.co. We will respond to your request within 30 days. Please note that we may be required to retain certain data by law, in which case we will inform you of the specific data we are unable to delete and the reason for retention.

11. Data Security During Retention

All data retained by ScanStar is stored securely using encryption at rest and in transit. Access to retained data is restricted to authorised personnel only. We review our data retention practices regularly to ensure we are not retaining data longer than necessary.

12. Changes to This Policy

We reserve the right to update this Data Retention Policy at any time. We will notify users of material changes by email or by posting a notice on the platform. Continued use of the Services after changes take effect constitutes acceptance of the updated policy.

Contact

For any questions regarding this Data Retention Policy or to submit a data deletion request, contact us at hello@scanstar.co.