Account & Data Deletion

How to request account deletion, what is removed or de-identified, and what may lawfully remain.

1. Overview

You may request deletion of your COLEUS Rooms account and personal information, subject to verification, the rights of other participants, security needs, document-integrity requirements, and lawful retention exceptions.

Deletion is not always the same as immediate removal of every record. Depending on the object and context, we may erase it, de-identify it, restrict access, retain a minimal audit record, or preserve it under a legal hold or another lawful obligation.

2. How to request deletion

Use an in-app deletion setting if one is available, or email privacy@coleussystems.com from the address associated with your account. Include:

• the email or account identifier;
• whether you request full account deletion, disconnection of Google Sign-In, or deletion of a specific record; and
• enough information for us to locate and verify the account.

Requests are currently supported through a controlled manual process where an automated in-app workflow is not available.

3. Verifying the request

We may ask you to authenticate, confirm control of the account email or connected identity, provide a request code, or complete another proportionate verification step. Information collected to verify a privacy request is used only for that purpose and related security.

We may refuse or limit a request if we cannot verify the requester, the request is fraudulent or abusive, another person’s rights would be harmed, or a lawful exception applies. We will explain the basis where required.

4. Information generally eligible for deletion or de-identification

Subject to the conditions below, eligible records may include:

• account profile and preferences;
• Google identity association and login linkage;
• private Solo Themes, Sources, notes, tasks, drafts, and unshared artifacts;
• private Library items owned only by you;
• private location records and optional public projections;
• connector records and notification preferences;
• support records no longer needed; and
• other personal information that is no longer necessary and is not subject to a lawful retention exception.

COLEUS Rooms may first suspend access and cancel renewal while deletion is processed.

5. Shared sessions, messages, Sources, and client records

A client session may contain information belonging to or relied on by more than one participant. Deleting one account does not automatically erase the other participant’s lawful copy, professional record, issued artifact, or evidence of the agreed service scope.

Depending on the record and applicable law, COLEUS Rooms may:

• remove the deleted user’s profile and direct identifiers;
• replace the user name with a neutral deleted-user label;
• delete private content not shared with another participant;
• preserve a shared record for the other participant with access controls;
• restrict the record while a dispute, complaint, or legal hold is pending; or
• provide a controlled export before closure.

We do not promise that deleting an account will retract information already lawfully downloaded, exported, or shared with another person.

6. Identity, professional verification, and location evidence

Public identity or credential projections are withdrawn when the account is deleted or the display consent ends.

Private identity-provider data may be retained by the provider under its own legal obligations. COLEUS Rooms may delete or de-identify credential claims, review evidence, and personal fields while preserving a minimized audit record needed for security, disputes, source accountability, or legal obligations.

Professional-verification evidence, reviewer notes, and location records are not automatically transferred to another user. Legal holds or an active reconsideration may delay deletion.

7. Artifacts, signatures, attestations, and timestamps

Unshared drafts and artifacts owned only by you are generally eligible for deletion.

An artifact that has been finalized, shared, signed, attested, or independently timestamped may require a different treatment to preserve document integrity and protect recipients. We may retain a minimal record such as:

• artifact identifier and version;
• document hash;
• signing-key reference;
• attestation and timestamp proof;
• issue and revocation status; and
• minimal audit history.

Where possible, personal fields may be minimized or separated from the integrity proof. A retained hash or timestamp does not reveal the document’s full contents.

8. Billing, tax, fraud, legal claims, and legal holds

We may retain billing, invoice, tax, chargeback, fraud, sanctions, security, complaint, and contractual records for the period reasonably needed or required by law, provider rules, accounting obligations, or defense of claims.

A legal hold, court order, investigation, safety issue, or reasonably anticipated dispute may pause deletion for affected records. We restrict such records and delete or de-identify them when the hold no longer applies and no other retention basis remains.

9. Timelines

Our baseline service target is:

• acknowledge a verified deletion request within 10 business days;
• complete eligible deletion or de-identification from active systems generally within 30 days after the request is approved; and
• notify you if additional time is reasonably required or a legal deadline differs.

Some laws allow or require a longer response period. Complex shared-session, legal-hold, professional-record, or identity-verification requests may take longer.

10. Backups and residual copies

Deleted information may remain temporarily in isolated backups, disaster-recovery images, or immutable security logs until the normal lifecycle expires. The current baseline backup target is no more than 90 days.

Backup copies are not returned to ordinary production use except for disaster recovery, security investigation, or legal necessity. If a backup is restored, deletion instructions should be reapplied where technically feasible.

11. Export before deletion

Request an export before deleting your account if you need a copy of your data. An export may include account information, your own Sources, drafts, artifacts, consent records, and session information that can lawfully be provided without disclosing another person’s private information, internal reviewer notes, anti-fraud signals, restricted provider reports, or confidential platform security information.

We may provide the export through an in-app tool or a controlled secure delivery process after verification.

12. Google disconnection

You may remove COLEUS Rooms from your Google Account permissions. This prevents future Google authorization but does not delete the COLEUS Rooms account.

To delete the COLEUS Rooms account, submit a separate deletion request. As part of deletion, we remove or disable the stored Google identity association unless a minimal security record must be retained.

13. Subscription and access effects

A deletion request does not by itself create a refund. Cancel future renewal through the billing controls or request assistance from support. If the account is terminated, future renewal stops.

During processing, we may place the account in read-only, restricted, or export-only status. If immediate access would create a security, privacy, or legal risk, we may verify identity and deliver eligible data through a controlled process instead of allowing direct login.

14. Contact

Deletion and export requests: privacy@coleussystems.com
General support: info@coleussystems.com
Mail: COLEUS Systems, Inc., 8 The Green, #11545, Dover, Delaware 19901, United States