Data Retention
How long we keep your data and where it goes.
How it works
QuickSpice uses a two-tier data lifecycle designed for both fast access and long-term compliance:
Active Data
Recent data is stored for fast access. It's automatically cleaned up after the retention period.
Archived Data
Before active data expires, it's automatically archived and kept securely for 5 years.
Permanent Records
Companies, employees, locations, and uploaded employee documents are never auto-deleted. They persist until you delete them.
All data is encrypted at rest and in transit. Learn more about our security practices →
Archived Data
Automatically archived before expiry. Available in Data Archives for 5 years after.
| Data Type | Active Period | Archive Period |
|---|---|---|
| Audit Logs | 6 months | 5 years |
| Schedules | 12 months | 5 years |
| Task InstancesChecklist tasks assigned to shifts (e.g., opening duties, closing procedures) | 12 months | 5 years |
| Time Off, Time Change & Tip Change Requests | 12 months | 5 years |
| Meal Break Waiver RequestsRequests, from an employee or a manager, to waive a meal break for a specific shift, together with the approval decision and any linked form. | 12 months | 5 years |
| Weekly AttestationsEmployee confirmations that a completed work week's recorded hours and tips are accurate, including the snapshot of hours and tips captured when the employee signed. | 12 months | 5 years |
| Tip Redistribution RequestsManager-recorded reassignments of part of an employee's attributed tips to coworkers for a specific business date, with the amounts frozen at the time of the record. | 12 months | 5 years |
| Form SubmissionsSubmitted responses to your custom form templates, including any linked approval workflows. The submission record and its typed answers are archived for 5 years. Attached files stay downloadable while the submission is live in the app (about 13 months after approval) and are cleaned up at 600 days — see Stored Files below. | 12 months | 5 years |
Live from POS
Fetched live from your Toast POS system on each request. Never stored by QuickSpice.
Time Entries
Clock in/out timestamps, break duration, overtime flags, auto-clock-out indicators, job title per shift, and voided shift status. Fetched per-location for date ranges up to 30 days at a time.
Tip Data
Per-shift reported tips (card tips, declared cash, auto-gratuity, service charges). Used as input to QuickSpice's tip pool calculation engine. Pool distributions are computed on the fly and never stored.
Orders & Revenue
Order totals, check counts, and per-server revenue attribution. Only fetched when needed for check-based tip pools or service charge distribution.
Stored Files & Documents
Stored in cloud storage for the duration shown. Files whose retention says "Until deleted" have no expiry date and are removed only by an explicit delete or a company data purge.
| Data Type | Retention |
|---|---|
| Employee DocumentsUploaded files like policies, handbooks, and compliance docs that employees acknowledge. These never expire on their own: an acknowledgment record is permanent, so the document it refers to is kept too. They are removed when an admin deletes them or when a company purges its data. Each company can hold up to 100 documents at a time. | Until deleted |
| Certificate DocumentsPhotos and PDFs of employee certificates (food handler cards, alcohol service certifications, CPR, and similar credentials), with their certificate type, expiration date, and optional certificate number. A certificate record and its document are kept while the certificate is valid and for 1 year after its expiration date, then removed. Records are also removed immediately when replaced by a renewal, when deleted by an administrator, or when a company purges its data. A separate 8-year storage backstop applies to the underlying files. Abandoned submissions that were never approved are removed after 6 months. | Until 1 year after expiration |
| Form Attachments & Scanned FormsFiles employees attach to form submissions, and paper forms a manager scans in on their behalf. These are downloadable for as long as the submission record is live in the app — roughly 13 months after approval — and the files themselves are removed at 600 days. The submission's typed answers remain in Data Archives for the full 5 years. | 600 days |
| Generated ReportsCSV/Excel exports generated on-demand or via scheduled delivery | 90 days |
| Loyalty Activity RecordsPer-check records of loyalty program activity, including loyalty account identifiers, customer references, and the register operator for each check. Stored alongside pre-computed location analytics. Not archived. | 90 days |
| Configured ReportsSaved report configurations and schedules (not the generated files) | Never expires |
| Messages & Conversations | 30 days |
| Announcements & Read ReceiptsAn announcement expires 30 days after it is posted unless the sender chooses a longer period, up to 1 year, when posting or editing it. Read receipts, which record which employees opened an announcement, are kept for exactly as long as the announcement itself and are removed with it. | 30 days by default, up to 1 year |
| Shift Swap RequestsSwap and offer requests are removed 30 days after the earliest shift they concern, not 30 days after they were made. Because shifts can be scheduled up to about 3 months ahead, a request can remain for up to roughly 4 months from the day it was created. | 30 days after the shift date |
Permanent Records
Core records are never auto-deleted. They are removed only when you delete them or purge your company data.
Accessing Your Archives
Archived data is accessible through the Data Archives page in the QuickSpice app (Operations → Data Archives, Org Admin role required). You can browse archived data by type and date range, and download files in their original format (JSON or CSV). Archives are available for the full 5-year retention window. Archives hold the record itself; any file attached to a record follows its own schedule in Stored Files above, so an attachment may already be gone while its archived record remains.
Data Deletion
Most data is automatically cleaned up according to the retention periods above. Data with no expiry — including uploaded employee documents — is removed only when you delete it. Organization owners can initiate a full company data purge from account settings. This action takes effect after a 7-day grace period and permanently removes all company data from QuickSpice.
Have more questions?
Visit our Help Center for tutorials, guides, and answers to common questions.
Visit Help CenterQuestions about data retention? Contact us at
support@quickspice.io