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GDPR Data Retention in Our System

We take data privacy seriously and follow GDPR rules for storing and deleting member data. Below you’ll find an overview of how long we keep different types of information and what happens when data is removed.

Member Data Retention

  • Standard retention: Member personal data is stored for 3 months after account inactivity.

  • Newsletter subscribers: If a member has opted in to receive newsletters, personal data is stored for 6 months.

After this period, the system removes all personal data from the account. The member record itself remains in the system, but without identifying information, so we can still maintain statistics and historical reporting.

Data Scrubbing Process

Before deleting personal data, our system automatically checks whether the member has any of the following active:

  • Active memberships

  • Event sign-ups

  • Sub-accounts

  • Leads

  • Employee status

  • Invoices created within the last 3 months

Only if all checks return no, the system will proceed to scrub personal data from the account.

Invoices

Invoices are considered financial records and are therefore retained for 5 years before being automatically deleted.

Summary

  • Personal data: deleted after 3 months (6 months if subscribed to newsletters).

  • Member record: retained without personal data for reporting/statistics.

  • Invoices: retained for 5 years.

This ensures that we comply with GDPR by removing personal data when it is no longer needed, while still maintaining necessary business records.