Data Deletion

Retention periods

• Active accounts — shop data is retained while the subscription is active.
• After cancellation — data is retained for a 30-day wind-down window, then permanently deleted.
• Financial records — invoices and payments may be retained for up to 7 years to meet Canadian tax obligations.
• Technical logs — retained for up to 90 days on a rolling basis.

Deleting one customer's data

A shop can remove an individual customer's personal information directly in CollisionMatrix — deleting the customer record and associated vehicles, photographs, inspections, and messages. Where a customer is tied to financial records that must be retained for tax purposes, those records are retained but minimised: personal identifiers are removed or redacted where possible.

Deleting an entire shop account

When a shop account is deleted, the following are permanently removed after the 30-day wind-down window: all staff accounts, customer and vehicle records, damage photographs, inspections, work orders, estimates, reports, appointments, messages, and all associated files in object storage. Financial records subject to the 7-year rule are isolated and deleted once that retention period ends.

How to submit a deletion request

Email privacy@collisionmatrix.ca from the address associated with your shop account and include:

• Your shop name and account email.
• Whether you are requesting full account deletion or deletion of specific records.
• Confirmation that you are authorised to make the request.

What happens after you submit

• Within 5 business days — we acknowledge the request and confirm its scope.
• Within 30 days — for record-level deletions, the data is removed. For full account deletion, the 30-day wind-down window begins.
• After deletion — we confirm completion in writing.

Export your data before deleting

CollisionMatrix provides CSV and XLSX export for analytics and operational records, and PDF copies of estimates, invoices, and reports from within the application. Deletion is irreversible — export anything you wish to keep first.