Deleting your Longshift data

Effective: {EFFECTIVE_DATE}

Longshift is run by {LEGAL_ENTITY} (ABN {ABN}).

You can delete your Longshift data whenever you like. This page tells you how, exactly what goes, what doesn't, and how long it takes. It sits alongside the Privacy Policy and Terms of Service at longshift.com.au.

Deleting parts of it yourself

You don't need us for most of this. Inside the app you can delete individual job logs, clients, saved properties, timer entries and invoice records. Deletes are immediate and permanent - they're not sent to a bin you can recover from. Deleting a job log also deletes the stamped photos we stored for it.

Bear in mind that everyone in your workspace can do this, and that deleting an invoice record doesn't unsend an invoice your client already has.

Deleting your whole account

In the app, open Account, then tap Delete account. You don't have to email us or give a reason.

Here's what happens:

1. The app shows you what will go before you confirm. If you own a workspace, it names each person in it who will lose access, and you type your business name to confirm. If you're crew, you confirm with two taps. You can't start a delete while you're clocked on to a job - clock off first.
2. Want a copy first? If you own a workspace, the app offers "Download your invoices first", which shares your invoices as a CSV file. It's optional. Worth doing: Australian tax law expects you to keep your business records for five years, and after this we won't have them.
3. A seven-day hold starts, and the app signs you out. Sign back in within seven days and the delete is cancelled - everything carries on as before. During the hold, your crew can keep recording work in a workspace you own, but no chase and no invoice goes out from it. Invoice links your clients already have keep working.
4. After seven days, we delete it. The deletion runs in our daily pass after the hold ends, so allow up to a day more. After that it can't be undone.
5. Your Longshift subscription, if you have one, is cancelled when the deletion runs - not when you tap. There is no refund for the rest of the period you've paid for (see section 3 of the Terms of Service).

Who it affects:

• If you own the workspace, it is deleted for everyone in it, with everything in it. The people in it keep their own sign-ins, but the workspace is gone; the app tells them it has closed.
• If you're crew, only your sign-in, your profile and your membership go. The workspace and its records stay with the owner.
• If you own one workspace and are crew in another, both apply: the one you own is deleted, and you leave the other.

What gets deleted

If you own the workspace, all of this goes. If you're crew, only your sign-in, your profile and your membership go.

Your sign-in. Your Firebase Authentication record: your email address, your password hash, and the account itself. You won't be able to sign in, and your users/{uid} link record goes with it.

Your entire workspace in our database. Everything stored under workspaces/{your workspace}, including:

• clients, properties, job logs, time entries, invoices and invoice drafts
• the week's schedule, assignments, and billed quantities
• settings, counters, subscription records, and per-client rates
• rules, rule proposals, and import evidence
• the inbound mail queue (forwards and chase replies)
• the workspace document itself, including the member list and any pending invitations

Stamped photos in Cloud Storage. The JPEG files at workspaces/{your workspace}/jobLogs/….

Inbound attachments in Cloud Storage. Files under the inbound/ prefix for your workspace, on the same erasure as the queue. If any are still inside their ~90-day window, they go with the owner's account.

Your invoice links. A link to an invoice you sent now shows "This invoice is no longer available".

Deferred outbound mail. If we held a chase relay because that day's send budget was spent, the held body is deleted or already redacted; we do not keep your client's message in order to honour this request.

Your app on your device. Longshift keeps an offline cache, any unsaved job-log draft, the running timer's state, photos waiting to upload, and - if you connected Google Drive on the older web app - the access token Google issued you. Signing out ends your session but does not clear any of that. To clear it properly: delete the iOS app, or on the website uninstall it from your home screen and clear the site's data in your browser settings. Disconnect Drive first if a leftover connection is still there.

If you only left a waitlist email

You may not have an account. Unsubscribe from any waitlist mail - every message has a working link - and we will stop mailing you. Unsubscribe leaves a stub so we do not add the same address again. To erase the address itself, email support@longshift.com.au from that address and ask.

What doesn't get deleted, and why

Be clear-eyed about this part - deleting your account does not reach into other people's systems.

Anything you already sent to someone. Once an invoice PDF, a chase email or a shared job log has gone out, it's in the recipient's inbox, phone or files. We can't recall it and we don't try. This covers more than you might assume:

• invoices you emailed or handed to a client;
• chase mail and the copies of replies we already relayed to you;
• job logs you pushed through your phone's share sheet to WhatsApp, Messages or anything else.

Files in your own Google Drive. If you connected Drive on the older web app, files that already uploaded to your Google account stay there. They belong to you. Deleting your Longshift account doesn't delete them - disconnect Drive and delete the folder yourself if you want them gone. New photos are not stored in Drive.

Backup copies, where we hold them. Backups exist so a mistake or an outage doesn't wipe your business, which means your data lingers in them for a while after it's gone from the live database. Copies expire automatically and the longest-lived one is deleted within {BACKUP_RETENTION}. We don't restore a deleted account from a backup, and we don't pull individual records out of one on request.

Billing records. Your subscription payments, invoices from us to you, and refunds. We keep your customer record at Stripe, our payment processor, with that payment history. Australian tax law requires us to keep these for five years, and Stripe keeps its own records under its own policy. These are records of what you paid us - they don't contain your job or client data.

Cost and usage records. Our records of what running Longshift cost for your workspace, counts of how the app performed, and records of maintenance we ran on our database. They're kept outside your workspace, so deleting it doesn't remove them.

An anti-abuse signup record. A short record of the workspaces your sign-in has created. We keep it to limit how many workspaces and free trials one person can start.

Our support email thread. If you've emailed support@longshift.com.au, the emails between us, hosted by {MAILBOX_PROVIDER}, are kept for up to 12 months. Ask and we'll delete the thread sooner.

Crash reports. If a crash-reporting key was set and the app threw an error while you were using it, a stack trace may sit with Sentry for a short rolling window before expiring. These aren't a copy of your data, though an error message can incidentally include a value that caused it. Today that key is unset, so there is nothing to delete on this path.

Anything the law requires us to keep. Rare, but if we're subject to a legal hold or a lawful request, we'll keep what we must and delete the rest.

Cancelling isn't deleting

Cancelling your subscription stops the billing. It doesn't delete anything. When your subscription ends, you can still open the app and see everything, but you can't make or send invoices. 30 days after it ends, the workspace becomes read-only for everyone in it. 12 months after it ends, we delete it, and we'll email you before we do. If you want it gone sooner, delete your account in the app.

If you're a client of a Longshift user

If a tradesperson used Longshift to invoice you and you want your details removed, the quickest route is usually to ask them directly - it's their record of their customer, they control what's in it, and they can delete it themselves in seconds.

But you can also come to us. We hold that information, so we'll deal with your request ourselves rather than send you away:

• Email support@longshift.com.au and tell us who you dealt with and what you want removed.
• We'll need to be reasonably satisfied about who you are before we touch anyone's records, and we'll ordinarily talk to the tradesperson first, because they hold the context. We'll let them know a request has come in.
• We'll respond within 30 days.
• We may not be able to delete everything. Your tradesperson may have a legal reason to keep it - a five-year tax record, or a live dispute about the job. Where we can't erase something, we'll tell you in writing what we're keeping, why, and how to complain about it.

If you're not satisfied with the outcome, you can take it to the Office of the Australian Information Commissioner: oaic.gov.au, or 1300 363 992.

Questions

support@longshift.com.au.