How retention works here
You stay in control of your data while your account is active: you can edit, export, or delete records and files at any time through the Service. The periods below describe how long we keep each category and when it is removed after deletion or account closure. For your constituents' personal data, you are the controller and your own retention policy also applies.
Retention by category
| Data category | Retention period | Notes |
|---|---|---|
| Account and user profile (name, email, sign-in) | Life of the account, then deleted within 90 days of closure | Some records may be kept longer where required by law. |
| Organization and team data | Life of the account, then deleted within 90 days of closure | Membership and roles removed on account closure. |
| Constituent / customer content (donors, members, volunteers, board, notes, giving history) | Kept until you delete it; deleted within 30 days of a deletion request or account closure | You are the controller; you can export or delete at any time. |
| Document Library files (stored in Cloudflare R2) | Kept until you or your organization delete them; deleted within 90 days of account closure | Version history is removed with the document. |
| Payment records (transaction metadata) | Up to 7 years | Retained to meet tax and accounting obligations. Card numbers are never stored by us. |
| Email delivery logs (sends, bounces) | [12 months] | Held by our email subprocessors per their policies. |
| Security and audit logs | [12 months] | Used for security, troubleshooting, and abuse prevention. |
| Backups | Rolling, typically [30 days] | Deleted data persists in backups only until they cycle out. |
| Marketing email subscribers (if you opted in) | Until you unsubscribe or request deletion | Managed in MailerLite; unsubscribe anytime. |
Legal holds and exceptions
We may retain specific data longer than the periods above where necessary to comply with a legal obligation, resolve disputes, prevent fraud or abuse, or enforce our agreements. When the reason for the hold ends, the data is deleted on the normal schedule.
Requesting deletion
You can delete most data yourself in the Service. For a full account or organization deletion, or to confirm deletion, contact [email protected]. This schedule supports the commitments in our Privacy Policy and Data Processing Addendum.