When private uploads and production files are removed

Last updated: 22 July 2026

Working media schedule

When our working copies become eligible for automatic deletion

Photos are kept in private, non-public storage and used only to create the sample and book, support the customer and fulfil the order. The periods below describe when files controlled by My Colouring Pad become eligible for the next automatic deletion run.

• Same-browser Media Library. This device keeps a private library ID and secret access key in necessary browser storage. The reusable server library expires after 30 days without authenticated activity. Removing a library photo does not remove a source still needed by a saved basket book or order.
• Unused uploads. A private upload that is not attached to a saved project becomes eligible for automatic deletion when it is 24 hours old.
• Unpaid or inactive projects. Unpaid drafts, failed checkouts and cancelled or refunded orders without a release or dispatch become eligible after 30 days of qualifying inactivity.
• Paid physical orders. Source photos, generated pages, proofs and production files become eligible 90 days after dispatch.
• Digital orders. Source photos, generated pages, proofs and digital files become eligible 90 days after digital release.

Eligibility is not a promise that every copy disappears at the exact second the period ends. The deletion worker runs on a schedule, shared files are checked before deletion and processor or backup copies may follow a different timetable described below.

Holds and shared files

Deletion pauses only for a documented reason

• Support or guarantee hold. We keep only the media needed while an active proof, refund, damage or delivery case is resolved.
• Legal, safety or compliance hold. A documented dispute, chargeback, safeguarding issue, legal claim or legal obligation may postpone deletion of the affected information.
• Shared attachments. A file linked to more than one active project or order is not deleted until every qualifying link has expired or been released.

Deletion controls

Scheduled deletion, safety checks and audits

A locked daily host job applies the timetable independently of customer visits to the website, with WordPress Cron as a fallback. A non-destructive report can be run before deletion. If the independent worker is stale or reports an error, the strong automatic-deletion promise is treated as not verified until the fault is corrected.

Deletion audits record the category, reason, time, outcome and any hold or shared-file skip. They do not retain the deleted photo itself.

Service providers and backups

Our timetable does not override another provider’s lawful retention

The timetable above covers working files controlled by My Colouring Pad. Backup cycles, security logs, processor safety records and print-provider copies may remain for a different period under the relevant provider policy or a legal obligation.

• OpenAI. Photos are not used to train AI models. The image-edit API does not retain application state. Default abuse-monitoring logs may be retained for up to 30 days, unless longer retention is required by law or reasonably needed to prevent harm; a potentially matching child-safety image may be retained for manual review. OpenAI API data controls.
• Browserless. Browserless states that normal page and session content is not stored or retained, while service and account records follow its policy. Browserless privacy policy.
• Hostinger. Hosting backups and security logs follow Hostinger’s systems and retention practices. Hostinger privacy policy.
• Lulu. Lulu receives final print PDFs and delivery data for physical orders. Its staff and fulfilment providers may access them, and Lulu’s privacy and retention terms apply independently. Lulu privacy policy and Lulu Print API.

Records kept separately

Deleting working photos does not erase required commerce records

WooCommerce order, payment, refund, tax, invoice, permission, policy-version, delivery, security and deletion-audit records may be retained for as long as required by law or reasonably needed to resolve disputes, prevent fraud and demonstrate compliance. We apply a separate retention schedule to these records and review them when the purpose or legal requirement ends.

Email data@mycolouringpad.com about access or deletion. We may need to keep limited transaction, safety or legal records after working media has been removed.