1. Purpose
This document is the closure, export and retention policy incorporated into a signed contract. The published Retention and Deletion page describes live product rules and is not a substitute for this document. Organisation Migration and Subject Access Requests stay separate workflows.
This is a software platform. Completing a workflow, generating a document, receiving an output or signing an agreement does not certify legal compliance. The customer organisation remains the duty holder for its legal and regulatory duties. The Provider is not appointed as competent person, professional adviser, consultant, sub-consultant, principal designer, principal contractor or other statutory dutyholder. Platform outputs, including AI drafts, are not advice and must be reviewed by a competent person before they are relied on or put in force.
2. Closure
Closure may be scheduled by the Primary User or another authorised administrator and becomes effective at the end of the current calendar month in Europe/London unless the Provider agrees otherwise. Access may remain active until that date.
Closure does not create a pro-rata refund or pro-rata credit, erase historical records, or remove sums already due. Client Spaces are not deleted because a Consultant Space closes.
3. Export
Organisation export is a separate job for available customer-controlled data. It is not a step inside closure. Client-owned files may travel. Consultant working files stay with the consultancy workspace, are not Client Data, and do not travel on organisation export.
Credentials, PIN or QR secrets, sessions, MFA material and reusable storage URLs never travel. People are re-invited at a destination. Sandbox and demonstration spaces are not migratable.
4. Retention
After closure or termination, the Provider may retain Data for periods specified in the accepted retention rules or law, and may preserve information subject to audit, dispute, legal hold or contractual evidence requirements.
Signed contracts, audit certificates, billing evidence, security logs and closure records may be retained for at least six years after archival or longer where law or a live claim requires.
On ConsultHub, archived-client CLIENT_OWNED files and operational records become due 12 months after archive unless a legal hold applies. CONSULTANT_PAPER stays five years and is not included in a client hop.
5. Changes to this document
HSEQ ConsultHub may update this Account Closure, Export and Retention Policy to reflect platform changes, legal requirements, security improvements or commercial developments. The date on the published page is the current version. A later version shall not retrospectively alter a frozen signed contract unless that contract permits the change or the customer gives any required acceptance.
6. Governing law
This Account Closure, Export and Retention Policy is governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that HSEQ ConsultHub Ltd may seek injunctive relief in any competent court to protect the Platform, confidential information, Data or intellectual property.