Smartix Data Deletion & Retention Policy

Last Updated: 11th December 2025

1. Introduction

This Data Deletion & Retention Policy explains how Smartix (“we”, “our”, “us”) deletes, retains, and manages customer data, Pass Data, and system logs in accordance with our Privacy Policy, Data Processing Agreement (DPA), and applicable data protection laws, including the UK GDPR.

This policy applies to all data stored or processed as part of the Smartix Service.

Where Smartix is connected to a third-party platform such as Shopify, this policy also applies to Smartix-held integration records created to operate that connection. However, deletion within the third-party platform does not by itself delete the separate Smartix account, Smartix Pass Data, or Smartix-issued passes unless that deletion is also requested through Smartix.

2. Pass Deletion

2.1. Automatic Deletion After Expiry

If a pass has an expiry date, Smartix automatically deletes the pass and all associated Pass Data (other than logs) after a configurable period defined by the Customer.

Each Customer may configure the retention window (e.g., 7, 30, 90 days).
After this window, the pass and its non-log data are permanently deleted.

2.2. Manual Deletion by Customer

Customers can delete a pass at any time.

Deleting a pass removes:

Pass Data
Pass metadata
Notification data
Any other related stored fields

Deleted passes cannot be recovered.

Deleting a pass in Smartix is separate from deleting any linked customer, order, or integration record in a third-party platform such as Shopify.

2.3. Billing Considerations

Smartix charges customers based on the number of active passes present in the system each month.

Customers are encouraged to delete passes that are no longer required to avoid unnecessary billing charges.

3. Account Deletion

3.1. Customer-Initiated Account Deletion

A Customer may request deletion of their Smartix account at any time.

The deletion will occur at the end of the current billing period.
Until that time, the deletion request may be cancelled.

Removing or uninstalling a third-party integration such as Shopify is not the same as deleting a Smartix account.

3.2. Data Removed Upon Account Deletion

When an account is deleted, Smartix permanently deletes:

All Customer data
Customer user profiles
API keys
Pass templates
Passes and all associated Pass Data
Stored notification content
Session and authentication data
Customer settings and configuration
Payment and customer records held in Stripe
Smartix-held third-party integration records associated with the account, except where temporary retention is required for audit, compliance, dispute handling, or backup rotation

3.3. Data That Cannot Be Deleted

Google Wallet templates (“Class files”) cannot be deleted once registered with Google.
This is a technical limitation of the Google Wallet ecosystem, not of Smartix.

These templates simply become inactive and cannot be updated.

3.4. Passes Installed on End User Devices

Passes already installed on Apple or Google Wallet by end users cannot be deleted by Smartix.

This is a technical limitation of mobile wallet platforms.
Smartix does not force expiry or removal of installed passes.
Customers may choose to update passes or send notifications, but cannot remove installed passes remotely.

4. Payment Data (Stripe)

4.1. Deletion on Account Cancellation

When a Customer account is deleted, Smartix deletes:

The Stripe customer object
All associated payment methods
Subscription and billing history (to the extent allowed by Stripe and accounting requirements)

4.2. Deletion When a Customer Downgrades to the Free Tier

If a Customer upgrades to a paid plan and later returns to the free tier:

Smartix deletes their Stripe customer profile
All stored payment methods are removed
No payment data remains linked to the account

5. Log Retention

5.1. Application Logs Stored in the Database

Smartix stores certain operational logs in its database for security, debugging, and audit purposes.

These logs are retained for 90 days.
This retention period may change in the future, and any updates will be reflected in this policy.

Logs may include:

Pass generation events
Scan events
Notification events
System errors and access logs

5.2. CloudWatch Logs

Smartix also uses AWS CloudWatch for runtime and function execution logging.

CloudWatch logs are retained for 1 month.
Logs may contain metadata but not decrypted Pass Data.

5.3. Logs Are Not Deleted During Pass or Account Deletion

Due to audit and security requirements:

Logs related to passes
Logs related to Customer operations
System events and API access logs

are not deleted when passes or accounts are deleted.

These logs continue to age out according to their retention periods.

Logs do not contain raw decrypted Pass Data.

Where Smartix stores limited third-party integration records for operational, reconciliation, refund-support, or compliance purposes, those records may also remain until their applicable retention period expires or until the related Smartix account data is deleted in accordance with this policy.

6. Backups and Disaster Recovery

6.1. Backup Retention

Smartix uses AWS backup mechanisms such as:

RDS automated snapshots
Point-in-time recovery

Backups containing encrypted Pass Data remain encrypted and inaccessible without the proper KMS keys.

6.2. Backup Lifecycle

Backups are retained according to our operational configuration.
Backups containing Customer data are overwritten or deleted during normal backup rotation cycles.
Deleted Customer data will be removed automatically once old backups expire.

7. Data That Smartix Cannot Delete

Due to platform limitations outside Smartix’s control, Smartix cannot delete:

Google Wallet Class templates once registered with Google
Passes stored on end-user mobile devices
CloudWatch logs or system logs before their retention period expires
Backups created before a deletion request (these are purged automatically according to rotation schedules)

8. Customer Responsibilities

Customers are responsible for:

Configuring pass expiry and retention windows appropriately
Deleting passes no longer required (to avoid billing charges)
Deleting unneeded metadata fields
Ensuring Pass Data complies with legal obligations
Responding to DSARs from their pass holders
deciding whether a deletion request made in a third-party platform such as Shopify should also be submitted separately to Smartix
Requesting account deletion when required

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10. Contact Us

If you have any questions regarding data deletion or retention, please contact us at:
www.smartix.uk/contact