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Cancellation & Data Retention Policy

Last reviewed: April 1, 2026

GuideSpend is designed to let you leave on your own terms. This policy explains what happens to your organization's data when you cancel your subscription, how long we retain it, and when it is permanently deleted.

1. No Penalties on Monthly Plans

Monthly subscriptions can be cancelled at any time from your billing settings. There are no cancellation fees, early-termination charges, or lock-in periods. Your subscription remains active through the end of the current billing cycle.

2. Annual Plans

Annual subscriptions can be cancelled at any time. Your access continues through the end of the prepaid annual term. We do not issue partial refunds for the remaining portion of an annual subscription. Data retention begins after the term expires.

3. Export Before You Cancel

We recommend exporting your data before cancelling. GuideSpend provides CSV and executive-pack exports that you can run at any time while your subscription is active. Once the retention period ends, exports are no longer available.

4. 90-Day Data Retention

After your subscription ends, GuideSpend retains your organization's data for 90 calendar days. During this retention window:

  • Your data is stored in read-only state. No new records can be created, edited, or imported.
  • No team members can log in to the product. Active sessions are terminated when the subscription ends.
  • You may contact support@guidespend.com to request a one-time data export during this period.
  • If you resubscribe within 90 days, your existing data is restored and your organization picks up where it left off.

5. Permanent Deletion After 90 Days

After the 90-day retention window, all organization data is permanently and irreversibly deleted. This includes:

  • Assets, vendors, contracts, and renewal records
  • Team members, roles, and branch/department assignments
  • Uploaded attachments and import history
  • Audit logs, export history, and reminder configurations

Deletion is performed across all storage systems, including the primary database, file storage, and backups. Once deletion is complete, data cannot be recovered.

6. Questions

If you have questions about cancellation, data retention, or need assistance exporting your data, contact us at support@guidespend.com.

See also our Terms of Service and Privacy Policy.