Data Deletion Policy | Hubify Solutions

01How to request deletion

Send a request to [email protected] with the subject line "Data deletion request". Tell us who you are, which data or account the request concerns, and — if you were contacted through a messaging platform — the phone number or address involved and the name of the business that contacted you. You may also write to us at the postal address on our contact page. We will acknowledge the request, verify your identity so that we do not delete the wrong person's data, and confirm in writing once the deletion is complete.

02How long it takes

We acknowledge deletion requests within five business days and complete them within thirty days of verifying your identity, which is the maximum period allowed under Canadian privacy legislation. Where a request is complex or covers a large volume of records we may extend this once, and we will tell you the reason and the new date before the original deadline passes. Data in encrypted backups is removed on our normal backup rotation, which completes within ninety days; during that window backups are not used for any purpose other than disaster recovery.

03If you are a customer of one of our clients

When a business uses our software to manage its own contacts and conversations, that business controls the data and decides whether it can be deleted. Send your request to them directly wherever possible. If you send it to us, we will forward it to the relevant business without delay, tell you we have done so, and act on their deletion instruction. We can delete data held on their behalf only on their instruction, or where the law requires us to act. If you do not know which business holds your data, give us the phone number, address, or message details and we will identify it for you.

04Data from connected platforms

Where a client has connected a third-party platform — a CRM, a mailbox, a calendar, or a business messaging platform such as the WhatsApp Business Platform — deleting data in our systems does not by itself delete it from that platform. To remove it there, the request must also go to the platform provider or to the account holder. When a client revokes a connection, our access ends immediately and we delete the data we retrieved through it in accordance with the timelines on this page, other than records we are legally required to keep. Where a platform provider instructs us to delete data obtained through it, we do so within the period that provider requires.

05What happens when an engagement ends

When a client relationship or subscription ends, the client may ask us to return or delete Client Data. Unless they ask us to do otherwise, we delete production Client Data within thirty days of termination and purge it from backups within ninety days. Clients can request an export before deletion. We keep the minimum records needed for contract, tax, and audit purposes, and any records we are required by law to retain.

06What we cannot delete

We may retain information where the law requires it — including financial, tax, and corporate records — where it is needed to establish, exercise, or defend a legal claim, or where deletion would compromise the security or integrity of our systems, such as fraud and abuse prevention records. Aggregated or de-identified information that can no longer be linked to an individual may be retained. Where we cannot fully action a request we will tell you which data is affected, the reason, and how long we will keep it.

07Deleting an app or platform connection

A client can revoke our access to any connected system at any time from that system's own settings, or by asking us to disconnect it. Revoking access stops all further data retrieval immediately. To have the data already retrieved deleted as well, make a deletion request as described above; revoking access alone does not trigger deletion, because clients frequently reconnect.

08Contact

All deletion requests and questions about this policy: [email protected]. We respond to every request, and we will tell you the outcome and the reasons for it.

Hubify Solutions Inc. · Coquitlam, British Columbia, Canada · [email protected]