Data Retention Policy
Last updated: May 2026
1. What data we store
Party Wall Portal stores data needed to provide the application to your organisation, including:
- Company and billing information such as company name, address, contact details, branding settings, subscription status, invoices, and credit records
- Team member records such as names, email addresses, roles, and profile settings
- Workspace data such as jobs, matters, owners, notices, contacts, addresses, templates, comments, and calendar entries
- Documents and uploaded files such as notices, awards, letters, schedules of condition, PDFs, images, and other attachments
- Operational records such as audit logs, activity records, and system-generated notifications
2. Retention summary
We keep account data only for as long as needed to provide the service, operate the platform, comply with legal obligations, and support account recovery during the stated retention period.
| Data category | Retention period |
|---|---|
| Active account data | While your account remains active and in use |
| Cancelled account workspace data and uploaded files | 60 days after the effective cancellation date for all plans |
| Deletion request grace period | 30 days from the date the deletion request is submitted |
| Export download links | 7 days from export generation |
| Billing, payment, tax, and compliance records | Retained separately where required by law or for legitimate business purposes, typically up to 6 years |
3. After subscription cancellation
If a paid subscription is cancelled, we retain workspace data and uploaded files for 60 days. This period is intended to give you time to export your records or reactivate your account if needed.
- A data export can be requested from Settings → Account.
- If your cancellation flow supports automatic export generation, we will attempt to prepare an export for you at cancellation time.
- If you re-subscribe within the 60-day retention period, we may be able to restore your retained workspace data.
- Once the 60-day retention period ends, retained workspace data and uploaded files are permanently deleted unless we must keep limited records for legal, tax, fraud-prevention, or audit purposes.
Party Wall Portal is not a cloud backup or archival service. You should keep your own copies of important files and records.
4. Inactive free accounts
Free accounts that remain inactive may be cleaned up to reduce the retention of unused personal data.
- A warning email may be sent after 6 months of inactivity.
- A final warning may be sent before deletion if the account remains inactive.
- Accounts that remain inactive for 12 months may be scheduled for deletion.
- Logging in or using the service resets the inactivity timer.
5. Account deletion requests
Account owners can request deletion from Settings → Account.
- A 30-day grace period begins when the request is submitted.
- During this period, the deletion request can be cancelled from the account settings area if the account is eligible for recovery.
- After the grace period ends, company workspace data, uploaded files, and team access are permanently deleted.
- We may still retain limited billing, payment, tax, deletion-audit, fraud-prevention, or legal-hold records where required or justified.
6. Data export format
Data exports are intended to help you keep your own records. Where available, an export will include:
- A structured data package containing your account data in JSON format
- A file manifest listing uploaded documents and attachments
- Separate file downloads for uploaded files where those files are present in your account
Exports may be delivered as more than one download when uploaded files are included. Download links are valid for 7 days after generation.
7. Your rights under UK GDPR
Under the UK GDPR, you may have rights to access, rectify, erase, restrict, or export your personal data, subject to applicable legal limitations and our need to retain certain records for compliance or dispute-resolution purposes.
For more detail about how we process personal data, see our Privacy Policy.
8. Contact us
If you have questions about this policy or wish to exercise your data rights, please contact us at hello@partywallportal.co.uk.