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Data Retention and Deletion

Effective date: 2026-09-05.

This page lists how long NextCommitHQ Network keeps each kind of data and exactly what happens when you delete your account. The periods match what the software does today; when we change one, we change this page in the same release.

1. Deleting your account

You can request deletion from your profile at any time. Here is the sequence:

  1. Immediately: your coach profile is hidden from Discover, from public pages, and from search engines. Your active sessions are revoked. You receive a confirmation. Any organization that has an open application, offer, or placement with you can still see the existing record so it is not surprised.
  2. For 30 days: the request is pending. You can sign in and cancel it, which restores your profile visibility. Nothing is erased yet.
  3. After 30 days: erasure runs. Your account, profile, experience entries, compensation expectations, availability, notification preferences, feedback tickets, blocks, and identity links are erased. Your email address is removed from the account record. Applications, offers, and placements are anonymized. Your own Chalkboard responses are erased. Notifications addressed to you are erased.
  4. What remains, and why: - Messages you sent in other people's conversations stay, shown as from "Deleted member," so those people keep an accurate record of what was said to them. Message bodies are not erased because they belong to the conversation, not to one participant. - Candidate notes and reviewer findings written by an organization's staff belong to that organization and stay with it. They are not visible to you before or after deletion. - Audit trail entries stay, with your identifier but no other personal details, because they are the security record. - Records we must keep for an active legal hold, dispute, investigation, or safety matter stay for as long as that matter requires, then are erased.
  5. Backups: database backups expire on a rolling basis. If a backup is restored, deletions completed after that backup are replayed so erased data does not come back.
  6. Sign-in provider: when erasure runs we also delete your account with our sign-in provider. If that step fails, the erasure here still completes and we retry the provider deletion by hand.

If you are the only owner of an organization, transfer ownership or delete the organization before requesting deletion; otherwise the organization would be left without an owner and the request will ask you to resolve that first.

2. Retention periods

  • Account and profile: while the account is active, then erased 30 days after a deletion request.
  • Abandoned accounts: an account that never created a profile or joined an organization, and has had no sign-in for 90 days, is erased automatically.
  • Organizations, teams, openings: while the organization exists. Openings expire automatically when their application deadline passes and remain visible to the organization as closed records. Opening versions are kept with the opening.
  • Applications, invitations, offers, placements: while both parties' accounts exist; anonymized when either party is erased.
  • Candidate notes and reviewer findings: kept by the organization while it exists; removed when the organization is deleted.
  • Conversations and messages: message text and interview proposals are deleted 24 months after the last message in a thread; the thread keeps only its participants and dates. A participant who is erased earlier appears as "Deleted member."
  • Interview proposals: with the conversation.
  • Chalkboard responses: public showcase responses stay while your account exists and you keep them published. Private assessment responses are deleted 24 months after submission once no candidacy depends on them.
  • Notifications: 90 days, or until erased with the account.
  • Email delivery records: the queue record, including subject and body, is deleted 90 days after delivery or skip. Failed deliveries are kept until an administrator resolves them.
  • Feedback tickets and reports: closed feedback tickets are deleted 12 months after closure; open ones stay until resolved. Reports are kept while open and longer when they relate to a safety matter.
  • Analytics events: 30 days.
  • Audit trail: 12 months. Entries reference identifiers, never message text or email addresses.
  • Request logs at the hosting provider: the provider's standard period.
  • Backups: rolling; the target expiry is 35 days.

3. Organization deletion

An owner can delete an organization from its page after confirming it is them and typing the program name. Deletion archives openings, closes open candidacies, withdraws proposed offers, cancels active placements, ends staff memberships, and removes teams, notes, and findings. Conversations remain visible to the coaches who participated, showing the organization as "Deleted program". Owners without access can write to legal@nextcommithq.com and we will verify and run the same deletion.

4. Exports

You can export your data from your profile at any time. Exports are limited to a few per day per account and are logged in the audit trail. The export is a JSON file containing your account, profile, memberships, the conversations and messages you can see, applications, offers, placements, Chalkboard responses, notifications, feedback, and blocks. It excludes other people's private notes about you.

When we receive a valid legal request, or when a safety matter is under review, a platform administrator places a hold on the account, conversation, or organization concerned. Every hold records its case reference, scope, owner, and expiry date. While it is active, scheduled deletion and the retention schedule above leave those records alone; when it expires or is released, they resume.

6. Contact

Questions about retention or deletion: privacy@nextcommithq.com.