Data Retention and Deletion

This document is a draft under review. It is published so customers can see the position we are working to, and it is being reviewed by our advisers before it becomes final. Where it conflicts with the Terms of Service, the Terms govern.

Your workspace is yours. We keep it while you are a customer, we keep it for a defined window after you stop being one, and then we delete it. We do not keep a private copy afterwards.

Everything you put in stays until you delete it. Projects, drawings, bills of quantity, invoices, staff records and messages are retained for as long as the workspace is open, because they are the record of your business and deleting them on a schedule would destroy it.

This is the same clock as section 9 of the Terms, restated here so it is findable:

• 30 days overdue — access is suspended. Nothing is deleted.
• A further 90 days — the workspace and its data are retained. Settle the subscription in that window and everything comes back as it was.
• After that — we may permanently delete the workspace and everything in it.

Export your data before the window closes. Section 6 says how.

Deleting a record removes it from the workspace immediately. Where a room provides a recycle bin, the record is recoverable from there until the bin is emptied. Once it is gone from the bin it is gone from the live system.

Deleted data can persist in operational backups for a period after it leaves the live system. Backups are not searchable by us on request and are not used to restore individual records; they exist so an entire system can be rebuilt after a failure. They age out on their own cycle.

You can export from the application while your workspace is open. If you need a full extract — including after suspension, inside the retention window — write to contact@ofivio.com from the address of the workspace owner.

The workspace owner can ask us to delete the workspace before the window ends. Where you are an individual asking about your own personal data, the Privacy Policy sets out your rights and how to exercise them. Where we act as a processor for your firm, we act on your firm's instruction — see the Data Processing Agreement.