Pencairn Data Practices
Privacy & Data
This page describes how the Monthly Snapshot handles the figures, reports, and messages needed for the product to work.
Figures And Report Data
The form collects the reporting month, the totals and counts needed for the selected report, an email address for free-report eligibility and delivery, and an optional business name. Submitted figures are stored with the report so Pencairn can return the results and create its PDF.
CSV and Excel Review
UTF-8 CSV and native .xlsx files are held temporarily in this page and sent to the same-origin preview route for parsing. The route keeps the file and parsed values in memory only and does not save an import record. You can clear the staged file and imported form values; changing the report option also clears them. Approved values enter the report only after you submit the existing form. Preview requests use a bounded, process-local rate guard that temporarily keeps a hash of the apparent network address and request timestamps; it is not a shared account quota. After submission, report data follows the existing report retention and expiry rules.
Private Report Links
A report link is a private bearer link: anyone who has it can open that report. Saved report data and its link expire 30 days after the report is saved. The signed-in library uses account-scoped access and the same report expiry. The result endpoint is private, non-cacheable, and noindex. Keep bearer links out of public posts.
Accounts And Recovery
A Pencairn account uses email and password through Better Auth. Password reset links expire after one hour, and the request confirmation is the same whether or not an address is registered. Older purchases are associated with an account only after that email is verified. The library shows only records owned by the signed-in account or matched to its verified email; an administrator role does not broaden that scope.
Retention And Deletion
Report data and bearer links expire 30 days after the report is saved and are removed by the existing cleanup job. Completed order records have a separate configured retention period; the default is 24 months, and the library shows each order’s expiry date. Payment reconciliation events expire after 24 months. You can delete a saved report sooner, which removes its saved figures and invalidates its links while leaving the completed purchase record until its expiry. Password-confirmed account deletion removes retained reports and redacts the email from completed order records, but retains their amount, scope, status, dates, and payment-session reference until the order expiry. A keyed, non-raw-email marker remains to enforce the one-free-report limit and currently has no separate automatic expiry. Account deletion is held while a purchase or report delivery is still processing.
Same-Month Upgrade Draft
For the same-month upgrade, the current browser tab can keep the free report email and three totals in session storage for up to 24 hours. You can clear those saved figures on the Snapshot page; closing the tab also ends its session storage.
Checkout And Contact
A Complete purchase continues through hosted checkout. The Snapshot entry form does not ask for card numbers. Contact form submissions include the name, email, and message you provide, are saved for follow-up, and are routed to Pencairn.
What Pencairn Does Not Connect
Monthly Snapshot does not connect to bookkeeping accounts, bank accounts, invoices, or customer records. It calculates from the figures you submit and does not verify source records.
Questions about a report or message? Contact Pencairn at pencairn-7@polsia.app.