Data Deletion & Account Termination

This Data Deletion & Account Termination Policy ("Policy") explains how you can request deletion of your personal data and terminate your account on the website located at hmcts.co (the "Site") operated by HMCTS ("Company," "we," "us," "our"). We respect your privacy and your right to control your personal information.

Your Data Rights

Depending on your location, you may have certain rights regarding your personal data under applicable laws, including:

• The right to access your personal data
• The right to correct inaccurate personal data
• The right to delete your personal data (right to be forgotten)
• The right to restrict processing of your personal data
• The right to data portability
• The right to object to processing of your personal data
• The right to withdraw consent at any time

Account Termination

How to Terminate Your Account

You can terminate your account at any time by:

1. Logging into your account and accessing your account settings or profile page
2. Selecting the option to delete or terminate your account and following the on-screen instructions
3. Or contacting our Customer Service team at support@hmcts.co with a written request to terminate your account

Confirmation Process

When you request account termination, we will send a confirmation email to verify your identity. You must confirm the termination request within 7 days. This confirmation process is designed to protect your account from unauthorized deletion requests.

Account Deactivation vs. Deletion

Upon request, we offer two options:

• Account Deactivation: Your account is temporarily disabled, but your data is retained. You can reactivate your account by logging in again within 180 days.
• Account Deletion: Your account is permanently deleted, and your personal data is removed from our active systems as described below.

Personal Data Deletion

What Data Will Be Deleted

Upon account deletion, the following personal data will be removed from our systems:

• Your name, email address, and contact information
• Your account profile and preferences
• Your browsing and usage history on the Site
• Your payment method information (though some information may be retained for fraud prevention)
• Communications between you and our Customer Service team (optional)

Data We May Retain

Even after account deletion, we may retain certain data for the following purposes:

• Legal Compliance: Data necessary to comply with legal obligations, tax requirements, or regulatory mandates.
• Fraud Prevention: Minimal data retained to prevent fraud, abuse, or security threats.
• Backup Archives: Data in backup systems, which will be deleted according to our backup retention schedule.
• Historical Records: Aggregated or anonymized data used for statistical, analytical, or historical purposes.
• Financial Records: Transaction history and invoices necessary for accounting, auditing, and financial purposes.
• Content Moderation: Data retained to address potential violations of our Terms of Use.

Timeline for Data Deletion

Data deletion requests are processed within 30 days of your confirmed request. During this period:

• Your data is marked for deletion in our active systems
• Your account access is immediately terminated
• You will receive a confirmation email when deletion is complete
• Data may remain in backup systems for up to 90 days before final removal

Third-Party Data

Your data may have been shared with third-party service providers (such as email providers, analytics services, or payment processors). While we will delete our copy of your data, third parties may retain your information in accordance with their own privacy policies. We recommend contacting these third parties directly to request deletion if desired. Their contact information should be available in their respective privacy policies.

Data Portability Request

If you wish to export your personal data before deletion, you can request a data portability download. Contact our Customer Service team to initiate this request. We will provide your data in a commonly used, machine-readable format (such as CSV or JSON) within 30 days.

Reversal of Deletion Request

Once a deletion request is confirmed and processing has begun, it cannot be reversed. Your account and associated data will be permanently deleted. However, during the 7-day confirmation period, you can cancel your deletion request by contacting us or logging back into your account.

Contact Information

To request data deletion, account termination, data portability, or to exercise any other data rights, please contact our Data Protection Officer or Customer Service team:

• Email: info@hospitalitysoftwaresolutions.com
• Phone: +1 (845) 904-7626

Verification & Security

To protect your privacy and prevent unauthorized deletion requests, we will verify your identity before processing data deletion requests. We may request:

• Your account email and password
• A valid photo ID or other identity verification
• Confirmation through a verification link sent to your registered email

User Responsibilities

You are responsible for maintaining the confidentiality of your account credentials. Before requesting account deletion, you may want to:

• Download or export any data you wish to retain
• Cancel any active subscriptions or memberships
• Settle any outstanding payments or balances
• Notify any contacts or followers of your account closure

Changes to This Policy

We reserve the right to modify this Policy at any time. Changes will be effective upon posting to the Site. For significant changes, we will notify users by email or prominent notice on the Site. Your continued use of the Site following any changes constitutes your acceptance of the new terms.