Vibe Construction Suite Data Retention & Account Deletion Policy

The purpose of this Policy is to explain, clearly and in advance, how long information remains available in the Services, what happens to Customer project data when a trial expires or a subscription is cancelled, how account deletion requests are handled, and which records the Company may retain for legal, financial, security, or operational reasons.

This Policy is intended to give Customers the information needed to plan their own record-keeping, export their data in good time, and understand the limits of data restoration.

This Policy is incorporated by reference into, and forms part of, the Vibe Construction Suite Terms of Service, and supplements the Privacy Policy, Subscription & Billing Policy, Refund Policy, Cookie Policy, and Acceptable Use Policy. Capitalized terms not defined here have the meanings given to them in the Terms of Service.

In the event of a conflict regarding retention periods and deletion specifically, this Policy controls. In all other respects, the Terms of Service and Privacy Policy control. Nothing in this Policy limits any right you may have under applicable data protection or consumer protection law that cannot lawfully be waived.

Customers retain ownership of all project data created within the Vibe Construction Suite.

Project data includes the projects, takeoffs, measurements, estimates, quantities, reports, RFQs, spreadsheets, PDFs, CSV exports, drawings, photographs, notes, and other content that a Customer creates or uploads in the course of using the Services.

The Company processes project data on the Customer's behalf in order to provide, secure, support, and improve the Services, as described in the Privacy Policy. The Company does not claim ownership of Customer project data. Ownership of the software, source code, branding, designs, workflows, and related technology remains with Vibe Supply Products LLC, as described in the Acceptable Use Policy and Terms of Service.

The Services retain several distinct categories of information, each with its own retention considerations:

• Account and identity information — user names, email addresses, company records, roles, and permissions.
• Customer project data — projects, takeoffs, estimates, reports, uploads, and related files as described in Section 3.
• Uploaded files and storage objects — drawings, plans, photographs, documents, and exports held in company storage.
• Licensing and subscription records — seats, entitlements, trials, plan history, and application assignments.
• Billing and financial records — invoices, payments, refunds, and related transaction records.
• Security, session, and audit records — authentication and session history, activity logs, administrative actions, and integration events.
• Support and diagnostic records — support requests, feedback and debug reports, and related diagnostic information.

Retention periods differ by category because different categories serve different purposes and are subject to different legal and operational requirements.

While a company account holds an active subscription and remains in good standing, Customer project data and account information are retained for as long as the account remains active, so that the Customer can access and use the Services normally.

Within an active account, Customers with appropriate permissions may create, modify, archive, export, and delete their own project data using the features available in the Services. Deletions performed by a Customer within the Services take effect according to the behavior of the relevant feature and may be irreversible.

Project data created during the fourteen (14) day free trial is retained on the same basis as active account data for the duration of the trial.

If a trial expires without the purchase of a subscription, the account transitions to an unlicensed state and licensed application access ends. Customer project data may remain available for up to ninety (90) days following trial expiration, as described in Section 10, after which it may be permanently deleted.

If a subscription is purchased before or during the retention period, project data created during the trial generally remains available in the account, subject to the applicable licensing and plan terms.

When a subscription is cancelled, licensed access continues through the end of the billing period that has already been paid. At the end of that period, licensed access ends and assigned seats are released.

Customer project data may remain available for up to ninety (90) days following the end of the paid period, as described in Section 10, after which it may be permanently deleted. During the retention period, access may be limited to what is necessary to export data or to restore the subscription.

If a subscription is reinstated within the retention period, project data that has not yet been deleted generally becomes available again, subject to the applicable licensing and plan terms.

Where an account is suspended — for example, for non-payment, for a violation of the Acceptable Use Policy, or to address a security, fraud, or legal risk — access to the Services may be restricted in whole or in part while the suspension remains in effect.

Suspension is not, by itself, deletion. Customer project data is generally preserved during a suspension so that access can be restored if the underlying issue is resolved. Where a suspension is not resolved and the account is subsequently cancelled or terminated, the retention period described in Section 10 applies from the date access ends.

Where a suspension arises from suspected fraud, abuse, unlawful activity, or a security incident, the Company may preserve relevant records for a longer period as described in Section 13.

Individual users may delete their own personal account at any time from Settings or Account & Security within the Hub, or from hub.vibeconstructionsuite.com/account-deletion. Personal account deletion removes that individual's authentication account and linked sign-in identities, profile, company membership, role and seat assignments, sessions, and pending invitations.

Deleting a personal account does not delete company-owned project data. Project, business, billing, and audit records created within a company account belong to that company and are retained under the company data terms of this Policy.

Deletion of an entire company account and its associated project data is a separate request. Customers may request deletion of the company account and associated project data by contacting the Company at admin@vibeconstructionsuite.com. Requests should be submitted by an owner or administrator of the company account and should identify the company, the account email, and the scope of the requested deletion.

The Company may verify the identity and authority of the requester before processing a deletion request.

Verification protects Customers against deletion requested by an unauthorized person. The Company may decline or delay a request it cannot reasonably verify, or where the requester does not appear to hold authority over the company account.

Deletion requests remain subject to applicable legal, accounting, fraud prevention, and security obligations. Where the Company is required or permitted to retain certain records, those records are retained as described in Section 13, and the remaining information is deleted in accordance with this Policy.

Requesting account deletion does not cancel a subscription automatically, does not create a right to a refund, and does not relieve a Customer of amounts owed. Cancellation and refunds are governed by the Subscription & Billing Policy and the Refund Policy.

After cancellation or expiration of a subscription or free trial, Customer project data may remain available for up to ninety (90) days.

The ninety (90) day period is measured from the date licensed access ends — that is, the date a free trial expires, or the last day of the final paid billing period following cancellation.

After the ninety (90) day retention period, Vibe Supply Products LLC may permanently delete Customer project data without further notice.

The retention period is a maximum availability window, not a guarantee of continued access to every feature. It exists so that Customers have a reasonable opportunity to export their information or to reinstate a subscription. The Company may delete data earlier where a Customer requests deletion under Section 9, or where deletion is required by law.

Customers are solely responsible for exporting any projects, reports, RFQs, spreadsheets, PDFs, CSV files, photographs, or other information they wish to keep before the retention period expires.

The Company recommends that Customers export and independently store any records they may need for business, contractual, warranty, insurance, tax, or legal purposes, and that they do so well before the end of the retention period rather than at the last moment.

The Company does not act as, and does not undertake to act as, a Customer's system of record, archive, or backup provider. The availability of export features depends on the application and the account's access state at the time of export.

When data is scheduled for permanent deletion, the Company removes the applicable records from active production systems, including database records and stored files associated with the account, other than records retained under Section 13.

Deletion from live systems is followed by the expiry of backup copies through routine rotation, as described in Section 14. Deletion may be carried out in stages and may take a reasonable period to complete across all systems.

Deletion of Customer data may be irreversible. The Company is not responsible for information that cannot be recovered after permanent deletion.

Certain records may be retained for longer than the periods described above where retention is necessary to:

• comply with legal obligations, including tax, accounting, and record-keeping requirements;
• maintain financial records, including invoices, payments, refunds, and related transaction history;
• resolve disputes, including billing disputes, chargebacks, and claims;
• investigate fraud, abuse, or suspected unlawful activity;
• enforce legal agreements, including the Terms of Service and the Acceptable Use Policy; and
• protect system security, including security, session, and audit records used to detect and respond to unauthorized access.

Records retained under this Section are limited to what is reasonably necessary for the stated purpose, are retained for no longer than reasonably required or legally mandated, and continue to be protected in accordance with the Privacy Policy. Where a legal hold, investigation, or preservation obligation applies, affected records are retained until that obligation ends.

The Company may also retain de-identified or aggregated information that does not identify a Customer, a user, or an individual project, for operational, statistical, and product improvement purposes.

The Services rely on routine backup and disaster recovery processes designed to protect against data loss, corruption, and service interruption. Backups are created and rotated automatically on a recurring schedule.

Backup copies may continue to exist for a limited period as part of routine disaster recovery processes before being automatically overwritten or deleted.

Because backups are point-in-time copies of entire systems, data deleted from production may persist in a backup until that backup expires in the ordinary course. Backups are not used to reinstate deleted Customer accounts or project data, are access-restricted, and are used only for disaster recovery and platform integrity purposes.

The Company does not guarantee that deleted data can be restored. Restoration from backups is a system-level disaster recovery capability, not a per-customer, per-project, or per-file undelete service, and the Company is under no obligation to attempt selective restoration.

Where the Company elects, in its sole discretion, to attempt a restoration, it may charge reasonable fees, cannot guarantee completeness or fidelity, and cannot restore data whose backups have already expired. Any such attempt is an accommodation and does not create an obligation, course of dealing, or precedent.

Customers should treat exports made under Section 11 as their authoritative record of any information they need to retain.

Unless expressly authorized by the Customer, archived Customer project data will not be used to train publicly available artificial intelligence models.

Where the Services offer artificial intelligence or machine learning features now or in the future, those features are intended to operate on a Customer's own data in order to deliver the requested functionality to that Customer. Any use of Customer project data beyond that purpose would require the Customer's express authorization or a separate written agreement.

The Company may use de-identified or aggregated information that does not identify a Customer, a user, or an individual project to operate, evaluate, secure, and improve the Services, including model quality and reliability testing, consistent with the Privacy Policy.

The Company may revise this Policy from time to time to reflect changes in the Services, in operational practices, or in applicable law. When material changes are made, the Company will publish the revised Policy with an updated version number and Last Updated date and, where appropriate, provide additional notice through the Services or by email.

Each published version of this Policy is retained as a distinct, versioned document. Revisions apply prospectively from the date they take effect.

Questions, notices, export assistance requests, and account deletion requests relating to this Policy should be directed to:

• Vibe Supply Products LLC
• Vibe Construction Suite
• Email: admin@vibeconstructionsuite.com