Data Retention Policy

1. Your company’s records

Your company's records are kept for as long as your workspace is open. That covers shareholders, share classes, the share ledger, ESOP grants, corporate records and their history. While the workspace is open, ownership history cannot be edited or deleted. A mistake is corrected by voiding the entry, with a reason, and the original stays on the record.

2. Closing a workspace

• Request. The workspace owner asks us to close the workspace, from Privacy & data in the app. We confirm the request with the owner before acting.
• 90 days to export. Once confirmed, the workspace becomes read-only for 90 days. During that time you can still export everything: the statutory registers, the ledger, the cap table and reports. Nothing new can be recorded.
• Deletion. After those 90 days we delete the workspace and its records within 30 days.
• Your statutory obligations. Your company is responsible for keeping the registers the law requires it to maintain. Export them before the 90 days end. The 90 days is Capmatter's policy, not a legal period.
• Exceptions. We may keep specific records for longer where the law requires it or a legal matter is pending (a legal hold). If we do, we tell you which records and why.

3. Files you import

The spreadsheets you upload to the importer are deleted 30 days after the import completes. If the import did not complete, they are deleted 30 days after its last activity. The records the import created stay in your workspace, and we keep a summary of the import (who ran it, when, and how many rows).

4. Closing your account

• When you close your account, we remove your profile, workspace memberships, notifications and notes within 30 days of confirming the request.
• If you own a workspace, ownership must first be transferred to another member, or the workspace closed (Section 2). This stops a company's register, and its employees' and investors' records, being silently orphaned.
• Records of what you did inside a company's workspace (for example, an approval you gave) stay with that workspace, without your personal details.
• Details a company recorded about you as a shareholder, employee or investor are that company's records. Closing your Capmatter account does not remove them. Ask the company to correct or remove them; we will help.

5. Help requests

What you and our team write on a help or connector request is kept for 24 months after the request is closed, then removed. After that we keep only which service it was and when.

6. Billing records

Invoices and payment records are kept for the periods tax and accounting law requires, even after you close your account.

7. Security logs

Logs of sign-ins and security-relevant actions are kept for at least one year, to protect the service and investigate incidents.

8. Backups

Deleted data can remain in our hosting provider's backups for a limited period, until those backups expire. Backups exist only for disaster recovery. We do not restore deleted data on request.

9. Earlier services

If you used an earlier service that Capmatter no longer offers, the data you created there stays stored, unused, until you ask us to delete it. Write to us and we will delete it. Where deleting a message or post outright would also remove other people's conversations, your name is replaced with "Deleted User" instead.

10. Your rights and contact

You can export your data and ask for deletion from Privacy & data in the Capmatter app. See our Privacy Policy for your rights under the Digital Personal Data Protection Act, 2023. Questions about how long a particular kind of data is kept: support@capmatter.com.