Data retention: how long your uploaded files are kept

When you upload a file through a QR code on your phone, it does not simply appear on the shop owner\u2019s screen. There is a defined, auditable path from upload to printed output. This article traces that path step by step.

Stage 1: Upload and Validation

When you tap upload, your file is transmitted over HTTPS to the HDPrint storage layer. Before it is accepted into the system, it is checked for:

• File type (must be a supported format — see /docs/supported-file-types-for-import)
• File size (must be within the configured limit)
• Basic integrity (the file must be parseable, not corrupted)

If any of these checks fail, you receive an immediate error with a specific reason. The file is not stored.

If the file passes, it is assigned an object identifier and stored in the platform\u2019s file storage. It is associated with your order number but not with your personal identity unless you provided it during checkout.

Stage 2: Preview and Configuration

After upload, the platform generates a page-level preview of your file. This is what you see on screen when you configure print options. The preview is generated from the uploaded file — it is a representation of the file, not a separate copy.

You configure your options (paper size, colour, copies, etc.) and submit the order. The order record is created, containing your print configuration, the file reference, and your payment status.

Stage 3: Shop Dashboard

The shop owner receives the order on their HDPrint Kiosk desktop application. The order appears in their queue with a preview thumbnail, page count, and your selected options. The shop owner does not see your phone number, email address, or any personal details beyond what you entered in the order form.

The shop owner downloads or accesses the file to send it to their printer. This access is logged.

Stage 4: Printing

The file is sent to the shop\u2019s configured printer using the standard print pipeline. The shop owner clicks \u201cAccept\u201d in the dashboard and the printer handles the rest.

Stage 5: Completion and Cleanup

Once the order is marked as completed, the file transitions to an eligible-for-cleanup state. The exact retention window depends on the deployment configuration. By default, files are retained for a period after order completion to allow for disputes or reprints, after which they are deleted.

You can request early deletion of your files at any time from your account if you are signed in.

What Is Not Stored

HDPrint does not extract text content from your file for indexing or search purposes. It does not convert your file to create derivative works. It does not share your file with advertisers or third parties.

Practical Takeaway

The lifecycle is short and bounded. Your file enters the system, is used to print your order, and is then eligible for deletion. The shop owner sees it only in the context of fulfilling your specific job.

FAQ

Can the shop owner download my file and keep it?

No. The shop owner can print the file as part of fulfilling your order. The file access is logged, and the file is removed from the shop\u2019s view when the order is completed or cancelled.

Can I delete my file before it is printed?

If the order has not yet been accepted by the shop, you can cancel the order and request deletion of the associated file. Once the shop has begun processing, contact the shop directly to request cancellation.

Where is my file physically stored?

File storage is handled by the platform\u2019s configured