1. Purpose
Deactivation ends future access or payroll participation; it does not automatically erase records that must remain for statutory, accounting, audit, payment, security or dispute purposes.
2. Retention schedule
| Record | Normal retention | End-of-period action |
|---|---|---|
| Inactive sales enquiry | Up to 12 months from latest meaningful contact | Delete from the controlled recipient channel unless a documented hold applies |
| Inactive two-employee preview workspace with no continuing relationship | For a reasonable inactivity and recovery period notified through the service | Deactivate, then securely delete or anonymise after notices and holds are resolved |
| Subscription, invoice and payment-verification record | For applicable accounting, fraud, chargeback, contract and legal periods | Delete or minimise when no longer required and no hold applies |
| Payment proof where manual payment is enabled | Only as long as needed to verify and evidence the payment, subject to disputes and legal obligations | Secure deletion from active storage; retain only necessary accounting evidence |
| Payroll, PAYE, NSSA and related audit records | At least six years where the approved Zimbabwe payroll-record policy applies | Secure deletion or irreversible anonymisation after the applicable period unless a lawful hold requires longer |
| Security and access events | For the period needed to investigate access and demonstrate controls | Delete or anonymise when no longer required |
3. Subscription cancellation
Where card renewal is enabled, cancellation stops future renewal but does not automatically erase the workspace. At period end, paid-only functions may become read-only or unavailable. Where manual-payment access is enabled, it ends at the verified period end unless another payment is approved.
4. User and employee deactivation
Removing a user ends future access while membership and audit history may be retained. Employees are deactivated rather than hard-deleted where payroll history must remain coherent; inactive employees are excluded from future active headcount and runs according to the product workflow.
5. Holds and secure disposal
A legal, accounting, fraud, security, chargeback or dispute hold may extend retention. At the end of the applicable period, information is securely deleted or irreversibly anonymised from active systems. Protected backups follow their lifecycle and are not restored for ordinary use after an approved deletion.
6. Requests
Use the business contact form and start the description with “Data request”. Do not include employee information. Requests are verified and recorded before action.