Data Deletion Request

Last updated: November 26, 2025

Your Right to Data Deletion

Under various privacy laws (GDPR, CCPA, and others), you have the right to request deletion of your personal information. This page explains how to submit a data deletion request and what to expect.

What Data Can Be Deleted

When you request data deletion, we will remove:

• Account Information: Name, email address, password, profile details
• User Content: Inventory data, photos, descriptions, notes
• Usage Data: Activity logs, preferences, settings
• Payment Information: Billing addresses (payment card details are handled by Stripe and subject to their retention policies)
• Communication Records: Support messages, feedback, email communications

What Data May Be Retained

Some data may be retained for legal, security, or operational reasons:

• Transaction Records: Required for tax and accounting purposes (7 years)
• Security Logs: Retained for fraud prevention and security investigations
• Legal Obligations: Data we're required to retain by law
• Anonymized Data: Data that cannot identify you personally
• Backup Systems: Data in backup systems (automatically purged within 90 days)

How to Request Data Deletion

Option 1: Self-Service Deletion (Recommended)

1. Log in to your RailScanPro account
2. Navigate to Settings → Account → Privacy & Data
3. Click Delete My Account and Data
4. Review what will be deleted
5. Confirm your identity (re-enter password)
6. Click Permanently Delete Account

Note: This action is immediate and cannot be undone.

Option 2: Email Request

If you cannot access your account, email us at:

Email: privacy@railscanpro.com
Subject: Data Deletion Request

Include the following information:

• Full name
• Email address associated with your account
• Account username (if different from email)
• Reason for deletion (optional)
• Any additional information to help us verify your identity

Option 3: Written Request

For formal written requests:

Winsit LLC
RailScanPro Data Privacy Officer
Attn: Data Deletion Request
[Mailing Address]

Identity Verification

To protect your privacy, we must verify your identity before processing deletion requests. We may ask you to:

• Provide additional identifying information
• Answer security questions
• Verify access to the email address on file
• Provide government-issued identification (in rare cases)

Processing Timeline

Legal Requirement: We will complete deletion requests within 30 days as required by GDPR and CCPA.

What Happens After Deletion

Once your data is deleted:

1. Immediate Access Loss: You will lose access to your account and all data
2. Data Removal: Your data is permanently removed from active systems
3. Backup Purging: Data in backups is automatically purged within 90 days
4. Confirmation Email: You will receive confirmation that deletion is complete
5. No Recovery: Deleted data cannot be recovered or restored

Exceptions to Deletion

We may deny or delay deletion requests if:

• Legal Hold: Data is subject to a legal hold or investigation
• Outstanding Obligations: You have outstanding payments or disputes
• Fraud Prevention: Deletion would interfere with fraud investigations
• Technical Limitations: Third-party systems require additional time

If we cannot complete your request, we will explain why and provide alternatives.

Impact on Services

After account deletion:

• Subscription Cancellation: Active subscriptions will be cancelled (no refunds for partial periods)
• Data Loss: All inventory data, photos, and settings will be permanently lost
• No Restoration: We cannot restore your account or data after deletion
• Third-Party Services: Some third-party services may retain data according to their policies

Children's Data

If you believe we have data for a child under 13 and you are the parent/guardian, please contact us immediately at legal@railscanpro.com with:

• Child's name and email (if applicable)
• Your relationship to the child
• Proof of guardianship

We will expedite deletion of children's data.

Data Portability Before Deletion

Before deleting your account, you may want to:

1. Export Your Data: Use the "Download My Data" feature
2. Backup Photos: Download all uploaded images
3. Save Reports: Export any reports you want to keep
4. Transfer Data: Move to another service while data is still available

See our Privacy Policy for data portability rights.

Partial Deletion Requests

You can request deletion of specific data types without deleting your entire account:

• Inventory Items: Delete individual items or collections
• Photos: Delete specific images
• Communication History: Request deletion of support messages
• Usage Data: Request deletion of activity logs

Email privacy@railscanpro.com with your specific request.

Reactivation Policy

If you delete your account and later want to return:

• No Reactivation: Deleted accounts cannot be reactivated
• New Account: You must create a new account
• Data Loss: All previous data is permanently lost
• Fresh Start: Your new account starts from scratch

Questions and Support

If you have questions about data deletion:

• Email: privacy@railscanpro.com
• Support: https://railscanpro.com/support
• Response Time: We respond within 2 business days

Your Privacy Rights

Data deletion is just one of your privacy rights. See our Privacy Policy for information about:

• Right to access your data
• Right to correct inaccurate data
• Right to data portability
• Right to restrict processing
• Right to object to processing

Complaints

If you're not satisfied with how we handle your deletion request, you can:

1. Contact our Data Privacy Officer at legal@railscanpro.com
2. File a complaint with your local data protection authority
3. For EU residents: Contact your national supervisory authority

Contact Information

Winsit LLC
RailScanPro Data Privacy Officer
Email: privacy@railscanpro.com
Website: https://railscanpro.com