Data Retention & Deletion Policy
Sourced Sponsors — operated by Signal Stack, LLC (North Carolina, USA) Last updated: June 27, 2026
This policy explains what customer data Sourced Sponsors holds, how long we keep it, and what happens to it when a subscription is cancelled or an account is closed. It sits alongside our Privacy Policy and Data Processing Addendum (provided via iubenda), which govern the legal basis and processing terms; this document is the operational retention schedule that backs them.
1. Scope
This policy covers personal and account data processed through the Sourced Sponsors application (app.sourcedsponsors.com) and its supporting systems. It applies to all customers regardless of plan (Basic, Plus, Pro).
It does not cover the sponsorship intelligence data itself (brands, media properties, and publicly observed sponsorship placements), which is aggregated business information sourced from public channels and is not personal customer data.
2. What we store
| Category | Examples | Where it lives |
|---|---|---|
| Account & identity | Name, email, company, login credentials | Supabase (auth + app database) |
| Subscription & billing | Plan tier, subscription status, invoices, payment history | Stripe (cardholder data held by Stripe; we never store full card numbers) |
| Customer work product | Saved searches, saved lists, watchlists, exports | Supabase |
| Usage & operational | Reveal counts, feature usage, support conversations | Supabase, Helpwise |
| CRM mirror | Account/contact records for our own operations | ClickUp (Accounts & People) |
We do not sell customer data, and we do not use it for advertising.
3. Retention schedule
| Data | Retention while active | After cancellation / closure |
|---|---|---|
| Account & identity | Life of the account | Deleted within 30 days of account closure (see §5) |
| Customer work product (searches, lists, watchlists, exports) | Life of the account | Retained during the post-cancellation grace window, then deleted with the account |
| Subscription status & app entitlements | Life of the account | Downgraded immediately on cancellation; entitlement records cleared on closure |
| Invoices & billing records | Life of the account | Retained 7 years to meet US tax and accounting obligations, then deleted. Held in Stripe. |
| Payment method details | Life of the account | Held and purged by Stripe under their retention rules; we never hold full card data |
| Support conversations (Helpwise) | Life of the account + reference period | Deleted or anonymized within 12 months of closure unless needed for an open dispute |
| Operational/CRM records (ClickUp) | Life of the account | Lifecycle set to Churned on cancellation; personal fields cleared on erasure request (§6) |
| System backups | Rolling | Purged on the normal backup rotation (see §7) |
4. What cancellation means
- Subscriptions are monthly and can be cancelled at any time from Manage Billing in the app (Stripe Customer Portal).
- Cancellation takes effect at the end of the current billing period — you keep full access until then.
- We do not provide prorated refunds for partial months; you retain access for the period you’ve paid for.
- When the paid period ends, the account moves to an inactive/free state. Your data is not immediately deleted — it enters the grace window below so you can reactivate without losing your saved work.
5. Post-cancellation grace window & account closure
- Grace window: For 30 days after a subscription lapses, account data and saved work product are retained. Reactivating within this window restores your data intact.
- Closure: After the grace window — or immediately upon a verified deletion request (§6) — the account and its associated personal data and work product are deleted from the live application database within 30 days.
- Exceptions retained after closure: billing/invoice records (7 years, §3) and a minimal suppression record (§6) are the only items kept, and only as required for legal compliance and to honor do-not-contact preferences.
6. Right to deletion (erasure)
Customers may request deletion of their personal data at any time by emailing support@sourcedsponsors.com.
- We verify the request originates from the account holder, then process erasure within 30 days.
- Erasure removes personal data from the application database (Supabase) and clears personal fields from operational records (ClickUp).
- To honor the request on an ongoing basis, we retain a minimal suppression record (a hashed or minimized identifier in our
contact_suppressionlist) so the contact is not re-added or re-contacted. This is a lawful, minimized retention specifically to enforce the erasure — it holds no marketing or profile data. - Records we are legally required to keep — principally invoices and tax records (7 years) — are excluded from erasure until their statutory period ends, after which they are deleted.
For data-subject requests under GDPR/UK GDPR (access, rectification, portability, erasure), see our Privacy Policy (iubenda) for the full rights description; the operational handling follows the timelines above.
7. Backups
Application data is included in routine encrypted daily backups for disaster recovery, retained for up to 7 days. Deleted data may persist in these backups until they age out of the 7-day rotation, after which it is overwritten. Backups are not used to restore individually deleted records and are not accessible for ordinary use.
8. Third-party processors
Customer data is processed by a small set of vendors, each under their own security and retention terms:
- Stripe — payments, billing records, cardholder data
- Supabase — application database, authentication
- Helpwise — customer support conversations
- ClickUp — internal operations/CRM
- Resend — transactional email delivery
A current sub-processor list and the Data Processing Addendum are available via our Privacy Policy (iubenda).
9. Contact
Questions, or to make a deletion or data-access request: support@sourcedsponsors.com
Signal Stack, LLC — North Carolina, USA