Data Retention

What this policy covers

SortSwift stores the data you need to run your card shop: your catalog and inventory, your orders and sales history, and the account details that keep everything connected to the marketplaces you sync to. This page explains how long each kind of data lives, why we keep it, and the controls you have to export or remove it.

Our goal is simple. Keep data long enough to be genuinely useful (accurate stock counts, real sales history, clean reporting), and no longer than that. You can leave whenever you want and take your data with you.

How long we keep inventory data

Your catalog, stock counts, conditions, pricing rules, and listings stay in place for as long as your account is active. This is live operating data, so it is retained continuously and updated as you scan, sell, and reprice. Nothing here expires on a timer while you are using SortSwift.

• Products, stock rows, conditions, and quantities are kept while active.
• Pricing rules and autopricing history are retained so your prices stay explainable.
• Deleted stock items are soft-removed first, then purged from primary storage within 30 days.

See how inventory works in Inventory.

How long we keep order and sales data

Orders, deduction logs, and sales history are retained for the life of your account so your reporting, timelines, and reconciliation stay accurate. Historical orders are what let you look back at what sold, when, and at what price, so we keep them intact rather than trimming them on a schedule.

• Order records and line items are kept while your account is open.
• Shipping labels and tracking references are retained as long as required for support and returns.
• Some transaction records tied to tax or payment obligations may be kept longer where the law requires it.

How long we keep account and billing data

Account details (your login, store profile, and connected marketplace tokens) are kept while your account is active so SortSwift can keep syncing on your behalf. Billing records are retained for the period required by tax and accounting rules, even after you cancel, because we are obligated to keep them.

• Marketplace connection tokens are stored securely and revoked when you disconnect a channel or close your account.
• Invoices and payment records are retained to meet tax and financial reporting requirements.
• Support conversations are kept for a reasonable period so we can help with follow-up questions.

Scanning and recognition data

Scanning is unlimited and free on every plan, and the identifications it produces flow straight into your inventory. We keep the recognition results that matter (the card matches that became stock), and we do not retain a permanent archive of every raw scan image. Failed or corrected matches may be kept for a limited window so we can improve accuracy.

Learn more in Scanning.

Export your data anytime

You never have to wait on us to get your data out. The CSV Suite lets you export your full catalog, inventory, and history in standard spreadsheet formats whenever you want. Your data is yours, and it stays portable the entire time you use SortSwift.

• Export inventory, pricing, and stock counts to CSV on demand.
• Export orders and sales history for your own records or accounting.
• Need a full account export instead? Ask us and we will provide one.

Deletion on request

You can ask us to delete your data at any time. When you request deletion, we remove your account data from active systems promptly and purge it from backups within 90 days as older backup sets roll off. We will keep only what we are legally required to retain, such as certain billing and tax records, and nothing more.

• Request deletion by contacting us from the email on your account.
• Active systems are cleared promptly, and backups age out within 90 days.
• Records we must keep by law are the only exception, and they are limited to that purpose.

Backups and legal holds

We keep encrypted backups so we can recover from failures without losing your work. Backups are retained on a rolling basis and expire on their own schedule, which is why deleted data can persist in backup form for up to 90 days before it is fully gone. In rare cases where the law requires us to preserve specific records, we will hold that data for as long as the obligation lasts and then remove it.