When data is archived, hidden, or deleted

SafetyDocs keeps three different kinds of removal. The word on the button matches what happens to the record.

Archived

An archived record stays in the organisation. An Admin can open it again.

• Jobs. End job moves a job to Completed: it stays readable but takes no new joins, and stops counting towards the plan. Archive also hides it unless Show archived is on. Reopen puts either back when the plan still has room for another active job.
• Groups. Archive keeps the group and its members, and hides the group from the contacts list. The record stays until the organisation itself is deleted.

Removed from a list

These actions take a person off a list. They do not delete that person's account.

• Remove a contact deletes the connection between your organisation and that person. Their account, and any job they already joined, stays.
• Remove someone from a job takes them off that crew. The job and their account stay.
• Revoke a subbie pass marks the pass revoked. The person stays a contact.
• Remove someone from the organisation ends their membership, takes them off the organisation's jobs and groups, and tells WorkOS so a later directory sign-in does not put them back.

Deleted

A deleted record is gone from SafetyDocs, apart from what the list below says stays.

• Delete the organisation removes its jobs, crew, groups, contacts, passes, invitations, and audit history. It doesn't remove its documents and files yet: email privacy@safetydocs.app to have them deleted. An organisation with a paid plan still running can't be deleted. Cancel the plan under Plan and usage first.
• Delete a document puts it in the trash for 30 days, then removes it, or at once with Delete forever. Its comments and replies, approval requests, walkthrough and links to the job's issues go with it; the issues themselves stay on the job. Its signatures, the record of who read it, and the audit log stay.
• AI requests and responses are deleted after 30 days, along with the text read from a file and a file uploaded only to be converted. The document a conversion or translation made stays, and so does a record of the AI credits, tokens and cost each one used.
• A file that doesn't pass the virus check has its stored copies deleted by a daily cleanup: one flagged as unsafe, or one at least a day old that the scanner couldn't read after 6 tries. Its name stays in Documents and the audit log, with why it was removed, and it can't be opened. The same goes for a new logo or profile photo, which never replaces the old one.
• Our copies of the emails we send you are deleted 7 days after delivery finishes, or after 30 days if it never does. Our email provider, Resend, keeps its own logs.
• Audit history is kept for at least a year, and longer when the plan includes a longer audit log. Older rows are deleted by a daily cleanup. A full batch schedules another run so older rows are not stuck behind newer ones.
• One-time codes we send expire after 10 minutes. Five wrong attempts lock them until they expire. A used code cannot be used again.

Personal accounts are separate from the organisation. Leaving an organisation does not delete the person's name, email, or mobile from their own account.

To close your own account, email privacy@safetydocs.app. The privacy policy lists how long each kind of information is kept.