Effective Date: August 31, 2026
Last Updated: August 31, 2026
This Backup and Data-Retention Policy explains how HostFlow Network LLC (“HostFlow,” “we,” “us,” or “our”) handles customer service data, backup features, restoration requests, and data following suspension, cancellation, or termination.
This policy forms part of the HostFlow Terms of Service.
1. Scope
This policy applies to:
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Game-server hosting
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Discord bot hosting
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Website hosting
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Customer databases
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Customer-created backups
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HostFlow administrative backups
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Files, configurations, logs, and other hosted service data
Personal information and business records are also handled according to the HostFlow Privacy Policy.
2. Customer Responsibility
Customers are primarily responsible for protecting their files and data.
Customers should regularly:
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Create backups
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Confirm that backups completed successfully
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Test important backups
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Download copies to a separate device or storage provider
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Back up files before installing updates, mods, plugins, or themes
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Back up data before requesting cancellation or a downgrade
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Protect encryption keys, passwords, bot tokens, and credentials
HostFlow backup features are not a replacement for independent customer-managed backups.
Important or irreplaceable data should be stored in more than one location.
3. Backup Slots
Some HostFlow plans include one or more backup slots.
A backup slot provides space for a backup but does not automatically mean:
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HostFlow creates the backup for you
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The backup runs on a schedule
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The backup is stored permanently
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The backup is stored in a separate geographic location
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Every file will be included
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The backup is guaranteed to restore successfully
Unless the product description specifically includes automatic or managed backups, customers are responsible for creating and managing their backups through the available control panel.
The number of available backup slots is determined by the customer’s plan and purchased upgrades.
4. Automatic or Managed Backups
If a product includes automatic or managed backups, the product description will identify the applicable schedule, retention period, limitations, and restoration process.
No automatic or managed backup service should be assumed unless it is expressly included in the product description or order confirmation.
A scheduled backup may fail because of insufficient storage, corrupted files, software problems, open databases, customer configuration, resource limits, or other technical conditions.
Customers must still maintain independent copies of important data.
5. HostFlow Administrative Backups
HostFlow may create internal backups, snapshots, or copies for disaster recovery, maintenance, migration, security, or infrastructure management.
Administrative backups:
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May not include every customer service
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May not be created on a fixed schedule
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May not be available for individual customer restoration
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May be overwritten without notice
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Do not create a guarantee that HostFlow can recover customer data
Customers should not rely on an internal HostFlow backup unless the applicable service specifically includes customer-accessible managed backups.
6. Backup Contents and Limitations
A backup may exclude or fail to capture:
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Temporary files
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Active or locked files
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Corrupted files
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External services or remotely stored data
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Third-party platform information
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Discord information stored outside HostFlow
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Domain or DNS information controlled by another provider
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Data exceeding storage or resource limits
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Content excluded by software settings
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Encryption keys not stored with the service
Customers are responsible for confirming what a backup contains before relying on it.
7. Backup Storage
Backups may be stored on HostFlow-controlled or third-party infrastructure.
Unless specifically stated otherwise, HostFlow does not guarantee that backups are:
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Off-site
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Geographically redundant
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Stored on infrastructure completely separate from the primary service
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Available after the service ends
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Immune from hardware failure, attack, corruption, or accidental deletion
Backup storage remains subject to plan limits, security controls, and the Acceptable Use Policy.
8. Backup Restoration
Customers may restore available backups through the control panel when that feature is provided.
HostFlow may provide reasonable assistance with restoration problems. However, HostFlow does not guarantee that:
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A backup is complete
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A backup is free from corruption
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A backup is compatible with current software
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A restoration will repair customer code or configuration
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Every database or file will return to its prior state
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Restoration will occur without interruption
Restoring a backup may overwrite current files. Customers should create a separate copy of current data before beginning a restoration.
Custom recovery work outside the normal backup tools may require an additional fee. Any applicable charge will be disclosed before the work begins.
9. Active Services
Service data is generally available while the service remains active, paid, and in good standing.
HostFlow may remove temporary files, expired backups, excess data, malicious content, or material violating HostFlow policies.
Customers must remain within the storage and backup limits assigned to their plans.
10. Suspended Services
Suspension may prevent access to files, databases, backups, and control-panel functions.
HostFlow may temporarily retain data during a suspension, but no specific retention period is guaranteed unless expressly stated in writing.
A suspended service may be terminated and its data deleted if the underlying issue, including nonpayment or a policy violation, is not resolved.
Customers should not treat suspension as a guaranteed storage period.
11. Canceled or Terminated Services
When a service is canceled or terminated:
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Access to the service may end immediately
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Files, databases, configurations, and backups may be queued for deletion
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Associated IP addresses and resources may be reassigned
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HostFlow does not guarantee post-termination recovery
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Any remaining copies may be overwritten through normal system operations
Customers should assume that service data will become unavailable as soon as cancellation or termination takes effect.
HostFlow is not required to retain customer service data for a grace period unless a separate written agreement expressly provides one.
12. Immediate Cancellations
Selecting immediate cancellation may cause immediate shutdown and data deletion.
Customers must download all required files and backups before submitting an immediate cancellation request.
Submitting a cancellation request does not automatically create a backup.
13. Free Trials
Trial services may have reduced backup features or no backups.
When a trial expires or is terminated, all associated data may be deleted without a post-trial retention period.
Customers must export any data they want to keep before the trial ends.
14. Deleted and Overwritten Data
Deleting a file or backup may not immediately remove every temporary or disaster-recovery copy. Remaining copies may persist until overwritten through normal backup and retention cycles.
These copies are generally isolated from ordinary use and may not be available for customer restoration.
HostFlow cannot guarantee recovery of data that a customer deleted, replaced, corrupted, or allowed to expire.
15. Account and Billing Records
Cancellation of a hosting service does not necessarily delete the customer’s HostFlow account, invoices, payment records, support tickets, fraud records, or other business information.
HostFlow may retain these records as described in the Privacy Policy for accounting, tax, security, dispute-resolution, and legal purposes.
Customers may submit eligible privacy requests through the Client Area.
16. Security and Encryption
HostFlow uses reasonable safeguards designed to protect systems and backups. No storage or backup system can be guaranteed completely secure.
Customers using encryption are responsible for securely storing their encryption keys. HostFlow may be unable to recover encrypted information if the customer loses the required key or password.
Customers must not include passwords, private keys, recovery codes, or other sensitive credentials in support tickets unless HostFlow provides an approved secure method.
17. Legal Preservation
HostFlow may preserve certain information when reasonably necessary to comply with law, respond to valid legal process, investigate fraud or abuse, resolve disputes, or protect HostFlow and its customers.
A legal preservation requirement does not make the preserved information available for ordinary customer restoration.
18. Service Availability
Backup-system availability does not change the uptime calculations or service-credit rules in the Service Level Agreement, unless that agreement specifically states otherwise.
A failed backup alone does not necessarily mean that the primary hosted service experienced downtime.
19. Changes to This Policy
HostFlow may update this policy to reflect changes in its infrastructure, backup systems, products, security practices, or legal requirements.
Updates will be posted with a revised “Last Updated” date. Material reductions to an expressly included backup service will receive reasonable notice when appropriate.
20. Contact
Backup and data-retention questions can be submitted through:
https://billing.hostflow.cloud
HostFlow Network LLC
Website: https://hostflow.cloud
Client Area: https://billing.hostflow.cloud
