GCS Account Lifecycle, Archive, and Data Retention Policy

This policy from Grizzly Asset Holdings Inc., doing business as Grizzly Client Services ('GCS'), describes the states a client account moves through and what happens to data in each state, so retention is predictable rather than surprising.

Accounts move through defined states:

• Active — the subscription is current; the workspace is available and data is maintained normally.
• Suspended — access is limited, usually for non-payment or a security or compliance hold; data is preserved and the account returns to Active when the cause is resolved.
• Archived / deactivated — the subscription has ended or the account was deactivated; workspace access is blocked for client users, provider integrations are disconnected, and data enters the retention schedule below.
• Restored — an archived account reactivated by agreement; retained data becomes available again in the workspace.

Archiving blocks workspace sign-in for the account's users, disables its public intake surfaces, and disconnects provider integrations. Archived data is not browsable by other clients and is not used for any new purpose; it is held under this schedule and then deleted.

Internal QA and test accounts are marked as such and are purged on their own schedule. Test records never masquerade as client evidence.

After an account closes, GCS retains only what a legal or legitimate business-record requirement calls for:

• billing and tax records — kept for the periods Canadian tax law requires;
• legal acceptance records — the versioned record of which documents were accepted, when, and by whom, kept as evidence of the contract;
• audit logs and security records — kept to investigate incidents and meet accountability duties, including the 24-month breach record-keeping requirement;
• call files and message records — kept per the account's configuration and any legal hold, then deleted;
• support correspondence — kept while relevant to an open matter or dispute.

The former account owner may request deletion of account data. GCS deletes what it is not required to keep, explains what is retained and why, and confirms when deletion is done. Deletion requests from individuals about their personal information follow the Privacy Policy.

Encrypted backups exist for disaster recovery. Data removed from the live system leaves backups as backup cycles complete; backups are not used to resurrect deleted data for any other purpose.

Lifecycle transitions — activation, suspension, archive, restore, deletion — are written to the account's audit log with actor and timestamp.

An archived account can be restored by agreement while its data remains under retention. After deletion, restoration is no longer possible.

Questions about this account lifecycle record may be sent to [email protected].