Data Retention & Deletion

1. While your account is active

We keep your workspace data for as long as your account is active so the service works: clients, projects, time entries, invoices, external consultant bills, referral fees, users and audit logs. You can edit or remove individual records in the app, subject to the audit log, which records changes and cannot be edited.

2. Deleting a workspace

Workspace owners can delete a workspace from settings. If a paid subscription is active, you'll be asked to cancel it first, or to confirm you understand any remaining paid time is forfeited. Before deleting, export anything you need: invoices and bills in Xero or as CSV files.

What we delete straight away

• Users and their workspace memberships
• Clients, billing contacts and addresses
• Projects, rates and assignments
• Time entries
• Client invoices and external consultant bills held in the workspace
• Referral fee records the workspace owes
• Email records and integration settings, including Xero connection tokens
• Active sign-in sessions

What we keep, and why

We keep a limited archive that is not used to operate the workspace. It contains:

• The workspace name, creation and deletion dates, and who deleted it
• Owner and admin names and email addresses
• Billing and receipt references and subscription identifiers from Stripe
• Counts of the records that were deleted
• The workspace audit log

We keep this to meet tax and accounting record-keeping obligations, prove that deletion happened, prevent fraud, and deal with disputes or legal claims. We keep it for up to 7 years after deletion, or longer only if the law requires it or a dispute is ongoing. After that we destroy or de-identify it.

3. Records shared with another workspace

Some records are shared between workspaces by design. For example, when an external consultant submits a bill to a firm, the firm holds its own copy. Deleting one workspace does not delete another customer's copy of a shared record. Ask the other workspace owner if you need it removed.

4. Records already sent to Xero or Stripe

Invoices and bills you synced to Xero stay in your Xero organisation, and billing records stay with Stripe, under their own terms. Deleting your Consulting Console workspace does not delete them.

5. Backups

Deleted data may remain in our hosting provider's encrypted backups for a limited period until those backups expire in the normal cycle. Backups are not used to restore deleted workspaces except where you ask us to and it is technically possible.

6. Leaving an organisation

If you are an employee or external consultant in someone else's workspace, that workspace owner controls those records. If you want your personal information removed from a workspace you don't own, contact the workspace owner, or email us at privacy@consultingconsole.appand we'll help.

7. Questions

Email privacy@consultingconsole.app. See also our Privacy Policy.