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The Hub

Data Retention and Deletion Policy

The Hub — operated by MelaVaci LLC Last Updated: April 2026

This policy describes how MelaVaci LLC stores, retains, and deletes your data when you use The Hub. We believe your organizational data belongs to you, and we are committed to giving you full control over it.

1. What Data We Store and Where

1.1 Google Cloud Firestore (Database)

The following data is stored in Google Cloud Firestore, organized by your Organization's unique tenant identifier:

  • Account and tenant configuration: Organization name, subscription tier, user roles, preferences, AI usage tracking.
  • Organizational profile: Mission statement, vision statement, organizational purpose ("The Why"), tone, philosophy, key terminology, core domains, organizational logic model, and framework data.
  • Programs: Program names, descriptions, goals, success behaviors, program indicators, and components.
  • Audience profiles (Avatars): Demographics, challenges, motivations, barriers, subculture positioning, funnel stage, language preferences.
  • Evaluations: Domain-level assessment results and evaluation scores.
  • Evidence records: Metadata for uploaded documents (file name, upload date, extracted content summaries).
  • Reports: Generated report data and audience focus selections.
  • Marketing data: Funnel stages, awareness levels, objection handling, messaging strategies.
  • Prompt history: Every prompt generated through the Service, including task type, target audience, associated program, the compiled prompt text, generation timestamp, tier used, and AI-generated output (for Starter tier).
  • AI usage metrics: Monthly token usage counts for Starter tier accounts.

All Firestore data is encrypted at rest by Google Cloud.

1.2 Google Cloud Storage (File Storage)

Uploaded documents — such as PDFs, surveys, and evidence files — are stored in Google Cloud Storage. Files are associated with your Organization's tenant identifier and are inaccessible to other tenants.

All files in Cloud Storage are encrypted at rest by Google Cloud.

1.3 Firebase Authentication (Identity)

Your login credentials (email and hashed password) are managed by Firebase Authentication. Passwords are never stored in plain text. Firebase Authentication uses industry-standard hashing algorithms.

Custom claims attached to your authentication record include your tenant identifier and role within your Organization.

1.4 Stripe (Payment Data)

Payment card details are stored by Stripe, not by MelaVaci LLC. We store only a Stripe customer identifier and subscription status. See Stripe's data retention policies at stripe.com/privacy.

1.5 Server Logs

Standard server logs (HTTP requests, error logs) are generated by Vercel during normal operation. These logs contain IP addresses, request timestamps, and browser information. Vercel retains these logs according to their own retention schedule, typically no longer than 30 days.

2. Retention During Active Use

While your account is active (whether on a Free, Starter, or Professional plan):

  • All organizational data, prompt history, uploaded documents, and account information are retained indefinitely unless you choose to delete specific items.
  • Prompt history is retained permanently as part of your organizational record. You may delete individual prompt history entries at any time.
  • AI usage metrics reset at the beginning of each monthly billing cycle. Historical usage data is retained for billing verification purposes.
  • Uploaded documents remain in Cloud Storage until you delete them or your account is closed.

We do not automatically delete or archive any data while your account is active.

3. What Happens When You Cancel

3.1 Cancellation of a Paid Subscription

When you cancel a paid subscription (Starter or Professional):

  • You retain full access to all paid features until the end of your current billing period.
  • At the end of the billing period, your account is downgraded to the Free tier.
  • All your data is preserved. Nothing is deleted when you downgrade.
  • You may re-subscribe to a paid tier at any time without losing data.

3.2 Account Closure (Full Deletion Request)

When you request full account closure (as distinct from downgrading):

Day 0 — Closure Requested:

  • Your account is marked for deletion.
  • You receive an email confirming the closure request and explaining the 30-day grace period.
  • You retain full access to your account during the grace period.

Days 1 through 30 — Grace Period:

  • Your data remains intact and accessible.
  • You may export your data at any time during this period (see Section 4).
  • You may cancel the closure request and reactivate your account at any time during this period by logging in and selecting "Reactivate Account."
  • If you are on a paid subscription, no further charges are processed after the closure request.

Day 31 — Permanent Deletion:

  • All Firestore documents associated with your tenant identifier are permanently deleted. This includes your organizational profile, programs, audience profiles, evaluations, evidence records, reports, marketing data, and prompt history.
  • All files in Cloud Storage associated with your tenant identifier are permanently deleted.
  • Your Firebase Authentication record is deleted.
  • Your Stripe subscription is cancelled (if not already).
  • A record of the deletion event (tenant identifier, deletion date, and confirmation) is retained for audit purposes. This record contains no organizational data.

This deletion is irreversible. Once the 30-day grace period expires and deletion is executed, your data cannot be recovered.

4. Data Export

You have the right to export your data at any time while your account is active or during the 30-day grace period after closure.

4.1 What Is Included in an Export

A full data export includes:

  • Your organizational profile (all fields)
  • All program records
  • All audience profiles (Avatars)
  • All evaluation data
  • All evidence records (metadata and extracted content)
  • All report data
  • All marketing data
  • Your complete prompt history (including AI-generated outputs for Starter tier)
  • Uploaded documents (original files)

4.2 Export Format

Data is exported in JSON format, organized by collection type. Uploaded documents are exported in their original file format (PDF, etc.).

4.3 How to Request an Export

You may request an export through the Service's account settings. Exports are generated and made available for download within 48 hours. For accounts with large volumes of uploaded documents, export preparation may take longer.

You may also request an export by emailing support@melavaci.com with the subject line "Data Export Request" from the email address associated with your account.

5. Deletion of Specific Data

While your account is active, you may delete specific items at any time:

  • Individual prompt history entries: Deleted immediately from Firestore.
  • Uploaded documents: Deleted immediately from Cloud Storage and associated Firestore metadata.
  • Audience profiles: Deleted immediately from Firestore.
  • Program records: Deleted immediately from Firestore.
  • Evaluation data: Deleted immediately from Firestore.

Deleting specific items does not affect your account status or subscription.

Note: Deleting organizational data may reduce the quality of future AI-generated outputs, as the Service relies on your Organizational Hub data to build context-rich prompts.

6. Backup and Recovery

6.1 Backups

We maintain automated backups of Firestore data for disaster recovery purposes. Backups are retained for a maximum of 30 days and are used solely to restore service in the event of a system failure.

Backups are encrypted and subject to the same access controls as production data. Backups are not used to restore individual accounts after voluntary deletion.

6.2 Backup Deletion

When your data is permanently deleted (after the 30-day grace period), your data will be purged from all backup cycles within 30 days of the deletion event. This means your data may persist in encrypted backups for up to 60 days total from the date you request account closure (30-day grace period + 30-day backup rotation).

7. Legal Holds and Compliance

7.1 Legal Obligations

In rare circumstances, we may be required by law to retain certain data beyond the periods described in this policy. This may occur in response to:

  • A valid court order or subpoena
  • A regulatory investigation
  • A legal dispute involving MelaVaci LLC

If a legal hold applies to your data, we will notify you unless prohibited by law from doing so. Data subject to a legal hold will be retained only for as long as legally required, after which it will be deleted according to this policy.

7.2 Law Enforcement Requests

We will not disclose your organizational data to law enforcement unless compelled by valid legal process (court order, subpoena, or warrant). We will evaluate every request for legal validity before complying and will notify you of the request unless prohibited by law.

8. Changes to This Policy

We may update this policy from time to time. Material changes — particularly changes to retention periods, deletion timelines, or data handling practices — will be communicated by email at least 30 days before they take effect.

9. Contact Us

For questions about data retention, to request a data export, or to request account closure:

MelaVaci LLC Email: support@melavaci.com Subject line: "The Hub — Data Request"

We will respond to all data requests within 30 days.