Scope and principles
This schedule covers Crown Partners records. We retain information for the service or a specified legal, security or claims purpose, and then delete or anonymise it. Periods below are the standard service periods; a specific legal hold or an agreed processing instruction may change what can be deleted. Supplier-controlled information and backup copies have separate considerations below. Contact enquiries@crownpartners.co.uk about a particular record or requirement.
Accounts and company workspaces
Account and workspace records are kept while needed to provide the account and its requested services. Cancelling a paid subscription stops renewal; it does not request deletion of an ongoing free account. The normal read-only wind-down after paid access ends is 90 days, with owner export and deletion routes. Do not treat the end of that access window as a promise that every record is automatically erased on day 90.
The owner can request account deletion. There is a seven-day cancellation window before operational deletion proceeds. Security restrictions or a legal retention obligation may affect individual records. We retain only information needed for the continuing lawful purpose, with restricted access. Personal data processed on your behalf can be returned or deleted on your instructions under the Data Processing Addendum.
Exports and uploaded files
Generated account export archives expire after seven days and are removed through scheduled cleanup. Download and securely keep any copy you need before expiry. Your own downloaded copies are under your control.
Uploaded files and generated workspace documents follow the relevant workspace or deletion instruction. Quarantined uploads have a standard 30-day retention limit before cleanup. Removing a file from active use is separate from expiry of any protected backup copy.
Invoices, payments and contractual records
Billing records have a standard six-year retention period for accounting, tax and related legal purposes. We may retain records needed for a particular unresolved dispute or legal obligation for longer where justified. Full card details are held by the payment provider rather than Crown Partners.
Terms acceptance and authority records are retained for as long as reasonably needed to establish the agreement, demonstrate authority and handle legal claims or regulatory accountability. Their retention is assessed by that purpose; deleting workspace content does not necessarily remove the minimum contractual evidence needed for it.
Product events and operational records
Crown Partners product-event retention is limited to a maximum of 400 days; the configured period may be shorter. These events contain bounded milestone information rather than workspace text. Separately, optional public-site Google Analytics identifier-associated user and event data is configured for 14 months’ retention, with reset-on-new-activity disabled. Google states this setting does not affect most standard aggregated reports. Standard daily application logs rotate on a 14-day cycle. This is not a promise that all security, audit, payment or supplier records are deleted after 14 days.
Security and audit records are retained while needed to detect or investigate misuse, establish authorised activity or meet a legal obligation. Relevant records may be preserved for a live incident or dispute and reviewed when it closes. Support and consultation records are kept while needed to deliver and resolve the request, administer entitlements and address related complaints or legal claims, then deleted or minimised.
Backups and supplier records
Information removed from active systems may remain in protected backups until those copies are replaced or expire. Backup retention depends on the applicable hosting and backup arrangement; this schedule does not assign an unverified fixed number of days. Such copies must be kept beyond ordinary use, and applicable deletion instructions reapplied if a backup is restored. Contact us for backup details relevant to a contractual retention requirement.
Email, payment and AI providers may retain their own records under their applicable agreements and, where acting as controllers, their legal obligations. The Subprocessors and International Transfers page links to those terms. In particular, standard AI security or abuse-monitoring retention is distinct from Crown Partners deleting a saved conversation or report.
Requests and exceptions
Use the owner’s account controls or contact enquiries@crownpartners.co.uk to request an export, deletion or information about retention. We may verify identity and authority. If law requires a record to be retained, we will explain the applicable reason where lawful and restrict use to that purpose. We will not use a legal hold as a reason to retain unrelated workspace information indefinitely.
Organisation details
Crown Technology Limited is a private limited company registered in England and Wales. Company number 17393089. Registered office: 9 Redwood Gardens, Thornton-Cleveleys, England, FY5 5NT. Email: enquiries@crownpartners.co.uk.