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Data Retention & Deletion ​

How On Book Pro keeps project data, uploaded files, script import artifacts, and support diagnostics.

Overview ​

On Book Pro uses cloud storage and project-scoped Firestore records so your team can collaborate across devices. This page summarizes the current deletion and retention behavior for Pro projects.

Retention note

This page reflects the current implementation. A few cleanup areas are still being tightened, and those limits are called out below.

File Repository ​

Deleting a file from Files moves it to Trash first.

  • Trashed files remain restorable until they are permanently deleted.
  • Trashed files are eligible for automatic cleanup after 30 days.
  • Permanent file deletion removes the file metadata and the stored file object when the file has a storage path.
  • Deleting a whole project removes the project file repository storage prefix.

Script Import ​

When you import a script PDF:

  • The source PDF is saved in the project file repository.
  • Standard analysis extracts production metadata such as structure, characters, props, and sound cues.
  • Script text access also stores generated script artifacts so the Script subtab and prompt book can work.
  • OCR/result artifacts are retained while needed for import, repair, and review workflows.
  • The temporary Gemini context cache uses a 1-hour TTL; On Book Pro also attempts explicit cache deletion when the processing path owns the cache lifecycle.

Source PDFs are not automatically deleted immediately after extraction. If you no longer want the PDF retained, move it to Trash or permanently delete it from Files.

Project Deletion ​

Project deletion is permanent and owner-only.

When a project owner permanently deletes a cloud project, On Book Pro removes:

  • The project root document
  • The project subcollections covered by the current deletion allowlist
  • File repository storage under the project
  • Generated script storage artifacts
  • Script result artifacts
  • OCR result artifacts

The app copy intentionally says "known project records covered by deletion" because the cleanup path is allowlist-based.

Current Limits ​

Some data is not currently included in the project deletion promise:

  • Legacy top-level script_jobs metadata from pre-tenant imports, if any exists
  • Unlisted legacy project subcollections, currently including projects/{projectId}/shards, projects/{projectId}/videoSessions, projects/{projectId}/invitations, and projects/{projectId}/inviteEmailUpdateRequests
  • Sentry support/error events, which may be retained separately for debugging
  • Account-level user records, because self-serve account deletion is not exposed in the UI yet

Until those cleanup paths are implemented, treat them as support-managed or engineering-managed retention items rather than self-serve deletion guarantees.

Sentry & Support Diagnostics ​

On Book Pro uses error and support diagnostics to debug issues. Project deletion does not delete Sentry events.

The Feedback button opens an app-owned Sentry feedback form. Feedback reports may include screenshots and diagnostic breadcrumbs, so keep scripts, contact lists, schedules, file contents, private rehearsal notes, credentials, and private production details out of bug reports unless support specifically asks for a narrow excerpt needed to diagnose the issue.

Account Deletion ​

Self-serve account deletion is not currently available in the Pro UI. If you need account-level deletion, contact support so the request can be handled manually.

Last updated: May 25, 2026