Short version: while you are paying we keep everything, for as many years as that runs to. If your plan ends you get 90 days to download the lot, and after that we remove it. Nothing is ever deleted while you are a customer.

Every load, every transfer note, every consignment note and every photo stays on LoadSnap for as long as your plan is running. There is no rolling window quietly dropping your older loads, so a collection from your first month is still there and still searchable in year six.

Each document also carries its own retention date, which is the date the law stops requiring you to hold it. Two years for a waste transfer note, three for a hazardous consignment note, and five if you are the permitted site receiving it. That date is there so you can see what still matters, not so anything gets thrown away.

The day your paid plan ends, three things happen.

1. We email whoever owns the account and tell them the date the records come off.

2. A red bar appears across the top of LoadSnap counting down to that date, with a button that downloads everything.

3. You have 90 days from that date to take a copy.

Nothing is touched during those 90 days. You can sign in, look things up, and download as many times as you like. After the 90 days your records are removed from LoadSnap.

Keeping a waste transfer note or a consignment note for the period the law sets is the duty of the business that produced, carried or received the waste. It is your duty, not your software's. A regulator asking to see a note from two years ago will ask you for it, and it is no answer to say a supplier you stopped paying was holding it.

So the 90 days are there for one thing: to give you time to take your copy and meet that duty yourself. One download gives you every record, every transfer note and every consignment note in one file, which is what an auditor asks for. Do that and you have everything you need, at no cost, forever.

1. Sign in and go to Settings.

2. Open the Exports tab.

3. Download the waste records export, leaving the dates blank so it covers everything.

Keep the file somewhere you back up. It opens in Excel or any spreadsheet.

Two options.

Start a plan again. The countdown stops the moment you do and nothing will have been touched. Your records are exactly where you left them.

Ask about an Archive plan. If you do not want to be the one holding the files, we can keep your records searchable in LoadSnap after your plan ends. Email [email protected] and we will tell you what that costs.

Your records are yours. We do not claim ownership of anything you put on LoadSnap, and we do not sell it.

The transfer notes and consignment notes are not stored as files sitting in a folder. They are drawn fresh from your records every time you download one, which is why an export of your records is a complete export of your documents too.

Closing an individual login is a different thing from a plan ending. If one person deletes their own account, their name and contact details are removed from the records they appear on, but the records themselves stay, because the business that carried the waste still has to hold them.

Our own billing records are kept for six years, which company law requires of us and has nothing to do with your waste records.

The full detail is in our terms and privacy policy. If anything here is not clear, ask us before your 90 days run out rather than after.