Data retention and deletion
Last updated: October 15, 2026
This page says how long ODYSSEYDEVELOPMENTS LLC keeps each kind of information in Crewhaven and on this website, what we delete automatically, and how to have information deleted. The numbers here are the same ones our systems enforce.
1. What we keep, and for how long
“Automatic” means a cleanup job that runs every day deletes the data once it is past its period. Nobody has to ask.
| Information | How long we keep it | What happens then |
|---|---|---|
| Consultation requests from this website (name, email, company, employee count, topic, chosen time, time zone, message) | 24 months | Deleted automatically. Earlier if you ask. |
| Our team’s email copy and calendar entry for a consultation request | Until we finish following up, and no longer than the database copy | Deleted when the database record is deleted. |
| Usage events in Crewhaven (pages viewed, searches, profile views, device type) | 24 months | Deleted automatically. |
| Spam-protection counters (a one-way hash of an IP address or email, and the time of each attempt) | 48 hours | Deleted automatically, so never kept more than 3 days. |
| Activation and password-reset links | Expire after 10 days (activation) or 1 hour (reset); the used or expired record is kept 30 more days | Deleted automatically. |
| A customer’s people records, photos, announcements, events, support tickets and admin audit log | For as long as the customer subscribes | Exportable by the customer; deleted within 30 days after the subscription ends. See below. |
| An individual’s record, when their employer deactivates it | Kept, with sign-in blocked and the person hidden from the directory, so history and the org chart stay intact | Erased permanently on a verified request. See below. |
| Invoices, contracts and payment records | At least 7 years | Deleted once we are no longer required to keep them. Tax rules and our financial policy require us to keep them for at least 7 years. |
| Database backups | A short rolling window set by our database provider | Age out in the ordinary course. We do not use backups for anything else. |
| Hosting and email delivery logs | Held by our hosting and email providers for a limited period under their own policies | Deleted by them on their schedules. |
2. Deactivating a person is not erasing them
When a customer’s administrator removes someone in Crewhaven, the app deactivates them: they can no longer sign in and they disappear from the directory. We keep the record so that history, support tickets and the org chart do not break. That is deactivation, not deletion.
To erase someone permanently, the customer (or the person, through the customer) asks us. We then remove their profile, photo, sign-in links, usage history and their own support tickets, and we strip their identifier from the admin audit log and from replies they wrote in other people’s tickets. Their direct reports move up to their manager so the org chart stays connected. We do this within 30 days of a verified request and confirm by email.
3. How to ask for deletion
If you booked a consultation or wrote to us
Email crewhaven@odysseydevelopments.dev from the address you used and say what you want deleted. We confirm it is you, delete your records, our email copies and any calendar entry, and reply to confirm, within 30 days.
If you use Crewhaven through your employer
Your employer decides what the product holds about you, so ask your employer’s Crewhaven administrator first. They can deactivate your account immediately and can ask us to erase it. If you write to us directly instead, we tell you we are passing your request to your employer and carry out their instruction within 30 days.
If you are a customer
Email crewhaven@odysseydevelopments.dev from your account administrator’s address to ask us to erase a person or your whole account.
4. When a customer’s subscription ends
Administrators can export everyone’s records and the org chart at any time from the admin tools, and we will provide an export on request during the subscription and for 30 days after it ends. Within 30 days after the subscription ends, we delete the customer’s data, including its database and sign-in. Copies in backups are removed as the backup window rolls forward. We then confirm the deletion by email if the customer asks.
5. What we may keep, and why
- Financial records (invoices, payments, contracts) for at least 7 years, as tax rules and our policy require. They contain a business contact’s name and work email, not the people records in Crewhaven.
- Backups, until they age out of our database provider’s rolling window.
- Information we must keep to meet a legal duty, resolve a dispute or enforce an agreement. We tell you when this applies.
- Records held by providers we use, such as Stripe’s payment records and our email provider’s delivery logs, which follow their own retention policies.
6. More information
What we collect, and your other rights, are in our Privacy Policy. The companies that process information for us are on Subprocessors. Questions about deletion: crewhaven@odysseydevelopments.dev.