1. Purpose
This document explains the retention and deletion rules that the live HSEQ ConsultHub product applies. It is not the Account Closure, Export and Retention Policy incorporated into a signed contract, and it is not a substitute for a Subject Access Request or Organisation Migration. Those workflows stay separate.
Organisation export is a separate job. It is not a step inside closure. 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.
2. Active workspaces
Account, membership and operational records are kept while the consultancy or client workspace is in use and for any extra period UK or other applicable law requires. Organisation Migration and Subject Access Requests stay separate workflows. They may share serialisation code only.
3. Archived clients
A consultancy administrator may archive a client workspace. Access for that client stops immediately. Demonstration sandbox clients cannot be archived; sandbox documents become due for deletion three days after upload.
Client-owned files and the client’s operational records become due for permanent deletion 12 months after the archive date, unless an active legal hold or other lawful retention applies. If a legal hold is in place, deletion waits.
Consultant papers created for that client stay on HSEQ ConsultHub for five years from archive. They are not included in a client hop to another platform. Credentials, PINs, QR tokens, sessions and reusable storage URLs are never exported.
4. Deleting a user
A consultancy or client administrator may delete a user who is not the last primary administrator. Deleting a user removes that person’s login and membership from the database. It does not delete consultant or client operational records. Inspections, actions, documents and similar records stay with the workspace. The user’s link is reassigned or cleared so the record remains readable.
5. Export packages and contact enquiries
Organisation export download packages expire after the period set for that job. Public contact and feature-request enquiries are kept long enough to answer them and follow up.
6. How to ask a question
Day-to-day questions should use the contact form. info@sinclairsafetysolutions.co.uk remains the controller contact named in the Privacy Policy.
7. Changes to this document
HSEQ ConsultHub may update this Retention and Deletion document from time to time to reflect platform changes, legal requirements, security improvements or commercial developments. The date at the top of the published page is the current version. Continued use of the platform after that date is acceptance of the updated document, except where a signed written agreement with HSEQ ConsultHub Ltd says otherwise.
8. Governing law
This Retention and Deletion document is governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with it, except that HSEQ ConsultHub Ltd may seek injunctive or other relief in any court of competent jurisdiction to protect its intellectual property, confidential information or platform security.