Workspace retention and return policy
Policy version 2026-11-08-v1 · Effective when your workspace is enrolled and its owner receives the policy notice.
Your 12-month return window
When paid or CB-sponsored access ends, CaptureBeacon retains your workspace records and uploaded service photos for 12 calendar months. During that window, you can review and export retained information and restart an eligible subscription in the same workspace. Signing in, reading records, or updating already assigned work does not restart the retention clock. A confirmed new paid or sponsored coverage period starts a new return window when that coverage ends. Active complimentary workspaces have no scheduled inactivity deletion.
Existing workspaces receive notice first
If access ended before this policy was introduced, the 12-month period starts no earlier than the date your workspace is enrolled. We do not apply the policy as a retroactive immediate deletion. Your account and CB Ops show the scheduled deadline. If CB cannot establish when access ended, the workspace is held for review instead of automatically deleted.
Warnings before deletion
We send a policy-enrollment notice and warnings to the current workspace owner approximately 30 days and 7 days before deletion. We require confirmed email-provider acceptance of both warnings and allow at least their full notice periods before deletion begins. If notices are delayed, fail, or their acceptance is uncertain, deletion is paused or its earliest date is extended. Provider acceptance is not a guarantee of inbox delivery; keep your owner email current and check your account deadline.
Restart or export before the deadline
Restart paid access before deletion begins by choosing a plan and completing checkout with your own payment method. No retroactive subscription charge is added for inactive months. Payment must be verified; opening checkout alone does not reactivate the workspace. Export the records and download the service photos you need before the deadline. Recovery packages contain workflow records, links and photo metadata; they do not embed every uploaded photo. External gallery files remain with their separate provider.
What happens at the deadline
Deletion is scheduled to begin at the deadline shown in your account. At that point, the workspace is locked against new work, payments and public/client access. Cleanup starts after a 24-hour processing drain and may require more than one scheduled run. We remove the workspace profile, operational records, customer and participant records, access links, and uploaded service photos, including stored photo versions. Completed deletion is permanent through CB and the previous workspace cannot be restored by paying later. Contact support immediately if deletion has begun; reopening may not be possible.
Separate financial records and recovery copies
Subscription transactions, accepted billing terms, necessary financial/security audit records, and a minimal deletion receipt follow separate documented accounting, security and legal retention requirements. They are not a recoverable copy of your operational workspace. Provider-managed soft-deleted photo recovery copies, if enabled, expire within 30 days after deletion; no separate indefinite workspace backup is promised. Holds for unresolved billing, verified legal obligations, or unsafe cleanup conditions pause automatic deletion and appear for CB review.
Scope and earlier requests
This policy covers CB software workspace data. Separate CB Launch website-service agreements, Stripe payment records, email-provider copies and external gallery or calendar services have their own terms and controls. You can request earlier deletion or an export through a verified support process. CB does not ask for your password.