We keep personal data only for as long as the purpose it was collected for requires, within the periods below.
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Your account: your profile and sign-in details are kept while your account exists. You can delete your account yourself at any time (see 6.1).
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Workspace and approval records: requests, approvals, comments, audit entries, decision records and attachments belong to the organization that holds them and are kept for as long as that organization keeps them in the Service. A member deleting their account does not delete the organization's records or attachments.
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Support conversations: the messages of a support conversation are cleared 90 days after the conversation closes, and the name and email address of the person who opened it are removed from it; the ticket number, status and dates remain.
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Payment records: not applicable yet — billing is not active and no payment records are created
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Aggregated statistics: totals that do not relate to any identifiable person, such as how many requests were processed, may be kept for service planning.
6.1 When you delete your account
You can delete your account in the Beedux web app or mobile app (Profile › Danger Zone › Delete account), or start from www.beedux.com/account/delete. If you cannot sign in, write to
[email protected] from the email address on your account. When the deletion is processed:
- your profile, sign-in details, email address, phone number, photo, memberships, registered devices and preferences are deleted;
- in your organizations' records, your name becomes “Former member” with a short code. This is a de-identified, pseudonymous label: it no longer shows who you are, but it still links your past actions together within the organization, so we continue to treat it as personal data;
- decision records already issued keep the names they were issued with, so that an issued record stays exactly as it was issued;
- an organization's formal financial records — who opened a payment or receipt obligation, who was assigned to it, and who recorded, cancelled or replaced it — keep the name they were recorded with, for as long as the organization keeps those records. Your email address, phone number and photo are never kept for this purpose;
- your support conversations are cleared at once, without waiting for the 90-day period: their text is removed, and your name, email address and sign-in ID are removed from them. The support team's names and the ticket number, status and dates remain.
6.2 What we keep after your account is deleted
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Your email address: for 7 days after the deletion is complete, only to send the final confirmation and, if you ask, a new status link. The status link itself stops working 30 days after the deletion is complete.
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The deletion request record: kept for 12 months after the request is completed, refused or cancelled, so that we can answer questions about what happened to it, and then deleted. This is Beedux's own accountability period, not a period set by law.
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A deletion marker: a one-way coded fingerprint of your sign-in ID, made with a secret key, with the reason and date of the deletion. It holds no name, email address or profile data, and it exists only to stop the deleted account from being recreated. It is kept for as long as the Service operates; a copy is held in our private file storage so that the marker survives a restore from backup.
6.3 When an organization is closed
The Account Owner can close an organization. Members keep access during a 7-day notice period, while the closure can still be cancelled. The organization is then archived for 30 days, during which the Account Owner can reopen it or download its available data.
After the archive period, the organization is purged: access to it ends, its stored attachments are scheduled for deletion through our storage clean-up process, and requests that no retained record depends on are removed. Requests kept because a retained record depends on them have their titles and descriptions cleared.
Certain records continue to be stored after the organization is purged: audit trails, issued decision records, financial and billing records, counterparty records (suppliers and customers) and their snapshots, and workflow templates. These records may contain personal information, including historical names and information about third parties. We keep them to preserve the integrity and history of the organization's decisions, transactions and related evidence.
Beedux does not currently apply a single automatic expiry date to these retained records. We assess retention and deletion requests against applicable legal obligations, legitimate record-keeping needs and the integrity of related records. For questions about retained information, or to ask us to review or erase it, write to
[email protected].
6.4 Backups
Backups of our database are kept only for recovery. We do not edit backups to remove individual records; each backup expires on its rolling schedule. If a backup is ever restored, every account deletion made after that backup was taken is applied again, using the deletion markers above, before the restored copy is put back into service.
6.5 Records of policy notices and of acceptance at account creation
When we notify registered users of a material change to this Privacy Policy or our Terms of Service, we keep a record of that notice for each account: that it was sent, or that it could not be delivered. Depending on the record, it may hold: the internal reference of your account; the versions of the documents; the language of the notice; whether the notice was sent or could not be delivered, with the number of attempts; a short reason code when a delivery failed (never the content of a message); the times involved; an opaque send reference; a fingerprint of the version of the notice wording; and our email provider's reference for the message. These records do not contain your name, email address, IP address or user agent.
We keep them for 12 months after the updated documents take effect, and then delete them; after that, only non-identifying totals and campaign-level accountability records remain. Deleting your account during those 12 months does not delete these records. This is Beedux's own accountability period, not a period set by law.
When you create a Beedux account, you accept the Terms of Service and confirm that you have read this Privacy Policy before the account is created. We keep a record of that acceptance for your account: the internal reference of your account; the versions of the documents; when you accepted them; and a fingerprint of the wording you were shown. It does not contain your name, email address, IP address or user agent. We keep it for as long as your account exists, and delete it within 12 months after your account is deleted.
You may request earlier deletion by contacting us at
[email protected].