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PROFITILITY – ACCOUNT DELETION & DATA RETENTION POLICY

Effective Date: March 1, 2026

Application: Profitility

Company: Grindstone Holdings LLC

Governing Law: Tennessee, United States

Version: 1.0

 

1. Purpose

The purpose of this Policy is to:

  • Ensure proper management of user data

  • Maintain compliance with legal, tax, and financial reporting requirements

  • Protect sensitive information

  • Define retention periods and deletion procedures

  • Provide a clear, in-app account deletion process compliant with Apple requirements

This Policy applies to all users of Profitility operated by Grindstone Holdings LLC (“Company,” “we,” “us,” or “our”).

 

2. Data Collected

Profitility collects the following categories of user data:

A. Account Information

  • Email address

  • Password (encrypted)

  • Subscription status

  • Account creation date

B. Financial & Operational Data

  • Delivery earnings and tips

  • Expenses

  • Mileage

  • Order details

  • Profit/loss entries

  • Platform source for tax/mileage purposes

C. Screenshot & OCR Data

  • Screenshots remain on the user’s device

  • OCR extracts text data for analysis and storage

  • Original images are not stored on our servers

D. Device & Usage Data

  • Device type, operating system, and app version

  • Log files, error reports, and session activity

 

3. Retention Periods

Active Accounts

  • All data is retained for the duration of account activity

  • Pro users retain unlimited historical order, expense, and mileage data

Inactive Accounts

  • Accounts inactive for 12 consecutive months may be deleted

  • Advance notice will be provided via email or app notification

  • Users may request earlier deletion at any time

Deleted Accounts

  • Financial and operational data is permanently removed

  • Payment history may be retained for billing and legal compliance

  • OCR-extracted text data is deleted along with the account

 

4. In-App Account Deletion

Users may delete their account at any time directly within the App by navigating to:

Settings → Account → Delete Account

  • Deletion does not require contacting support

  • Before confirming deletion, users will be informed that:

    • Account access will be disabled

    • Active subscriptions will be canceled (subject to Apple’s subscription terms)

    • Certain data may be retained as described below

 

5.  Account Deactivation and 30-Day Deactivation Period (Soft Delete)

Users may delete their account at any time directly within the App by navigating to:

Settings → Account → Delete Account

When a user requests account deletion:

  • The account is immediately deactivated

  • Access to the account is suspended

  • The account enters the deletion process

By default, the account enters a 30-day deactivation period (soft delete) to allow users to recover their account if deletion was requested accidentally.

During this period:

  • The user may log back in to restore the account

  • No permanent deletion occurs until the 30-day period expires

If the user does not restore the account within 30 days, the account and associated data will be permanently deleted from active systems.

Immediate Deletion Option

Users may choose to permanently delete their account immediately instead of entering the 30-day deactivation period.

If immediate deletion is selected:

  • The account will be permanently deleted without a recovery period

  • Associated user data will be removed from active systems as described in this Policy

Once permanent deletion is completed, the account and associated data cannot be recovered. 

 

6. Permanent Deletion

After the 30-day deactivation period expires, the following information is permanently deleted from active systems:

  • User profile information (name, email, account details)

  • Financial entries and app-generated data

  • User-uploaded content

  • Authentication credentials

  • Linked integrations (if applicable)

Deleted data cannot be recovered after permanent deletion.

 

7. Data That May Be Retained

Certain information may be retained after permanent deletion where necessary for:

  • Compliance with tax, accounting, or financial regulations

  • Fraud prevention and security investigations

  • Legal obligations under applicable law

  • Enforcement of our Terms of Use

  • Backup systems (retained for a limited and secure retention cycle)

Retained information is:

  • Minimized to only what is legally required

  • Not used for marketing

  • Not accessible to the former user

  • Protected under industry-standard security measures

Where possible, retained data will be anonymized or de-identified.

 

8. Subscription Management

Deleting an account does not automatically refund prior subscription payments.

  • If a subscription was purchased through Apple:

    • Subscription management and cancellation must be completed through the user’s Apple ID settings

    • Refunds are governed by Apple’s policies

 

9. Immediate Deletion Requests

  • Users who cannot access the App may request account deletion by contacting:

    support@profitility.app

    Support-based deletion requests may require identity verification to protect account security.

    Deletion requests submitted through support are typically processed within up to 48 hours.

    Once processed, the account will be deactivated and the deletion process will begin in accordance with this Policy.

 

 

10. Legal & Tax Compliance

  • Certain data (addresses, order numbers, platform sources, tips) may be retained strictly for tax or legal compliance

  • Retention supports potential IRS audits or other regulatory obligations

  • Only data necessary for compliance and reporting is retained

 

11. Data Security

We implement reasonable safeguards to protect retained data:

  • Encryption in transit and at rest

  • Authentication controls

  • Access restrictions for authorized personnel only

  • Regular monitoring for breaches or unauthorized access

Note: Despite these measures, absolute security cannot be guaranteed. Users are encouraged to maintain independent records.

 

12. Third-Party Services

  • Some data may be stored or processed via third-party infrastructure (e.g., cloud hosting, OCR services)

  • We ensure third parties comply with our security and privacy standards

 

13. Policy Updates

  • This Policy may be updated periodically to reflect changes in:

    • Legal requirements

    • App functionality

    • Data security practices

  • Updates will be communicated via:

    • App notification

    • Email communication

    • Policy revision date

  • Continued use of the App constitutes acceptance of the updated Policy

 

14. Contact Information

Grindstone Holdings LLC

PO Box 492

Collegedale, TN 37363

support@profitility.app