Data Retention and Deletion Policy

1. Scope and ordinary account content

This policy explains ClinBound LLC’s retention of personal information and forms part of the Privacy Policy. We generally keep profile, coursework, experience, application, essay, study, interview, and saved AI records while your account exists and those records are needed for the feature. Signing out, uninstalling, or cancelling Pro does not itself delete server records.

Keep copies of important work outside ClinBound. A save can fail, and offline or unfinished work may never reach the server. We do not offer an individual archival or backup-restoration service.

2. Deleting an individual item

Where the app offers item deletion, the item disappears from normal active views when that change succeeds. Many item types use a recovery/cleanup period: they become eligible for permanent database deletion after 30 days, and scheduled jobs then remove them and associated orphaned uploads. Other items may be deleted immediately. Daily scheduling means the purge need not occur at the exact 30-day anniversary; outages or a cleanup backlog can delay it.

A deleted personal statement may be restored from the statement screen during its 30-day recovery window. There is no general self-service trash for every record type. Contact us promptly about an accidental deletion, but recovery is not guaranteed. Once permanently removed, the record cannot be restored through the app.

3. Account deletion and billing

Use Settings → Delete my account, the deletion option on the legal-update screen, or contact support@clinbound.com. Export first if you want a copy. We may verify your identity without requesting more information than reasonably necessary.

Deletion proceeds in stages: check and address web billing, expire any open checkout, revoke relevant Sign in with Apple authorization, remove uploaded files, and remove authentication and account-linked application records. It is not an atomic operation across independent systems. If a stage fails, some earlier cleanup may already have occurred; follow the error or contact support to complete the request. A completed account deletion removes your ability to sign in and is not a recoverable 30-day account closure.

Apple subscriptions continue unless cancelled through Apple. We provide a warning and link to Apple subscription settings. You can acknowledge that warning and proceed without waiting for subscription expiry. Web cancellation and account deletion have different effects; the Billing Terms explain them.

4. Limited records kept after deletion

Subscription-consent evidence: we retain limited identifiers, contact information, the plan/price/interval where supplied, attestations, legal versions, transaction references, and completion information for as long as needed to meet legal, tax, and dispute-resolution obligations. We have not yet set a single retention period for completed records, and they are kept until we do; we will publish that period and apply it once set. Records for checkouts that were never completed are deleted automatically after one year. If an Apple subscription is still running, account deletion does not end that subscription or reset these retention obligations. These records are restricted and are not used to continue ordinary profiling, marketing, or AI processing.

Uncompleted checkouts: initiated records with no recorded completion are scheduled for cleanup after one year. Reconciliation must establish whether an apparently uncompleted checkout actually resulted in a purchase before evidence that must be kept is removed.

Required records and legal holds: particular records may be retained longer for an identified legal obligation, tax requirement, unresolved dispute, fraud investigation, or preservation duty. We restrict that retention to relevant information, review the need, and remove or irreversibly de-identify it when the applicable purpose and required period end. This exception is not permission to retain all account content indefinitely.

Other account-linked records, including general legal acceptances and the current renewal-reminder table, are ordinarily removed with the account unless a lawful preservation process applies. Where evidence must survive deletion, we preserve the necessary record under the restricted compliance process; retaining only a label saying a notice was sent is not a copy of its content.

5. Temporary uploads, audio, and device copies

Some imports temporarily place files in private storage to process the request. The service attempts cleanup afterward; interrupted requests can leave temporary files for a later orphan-cleanup job. Imported records you confirm are saved separately. Files you deliberately add to Documents remain as account content until deleted.

Interview playback audio is local temporary device data, not a ClinBound server upload. The app attempts deletion on discard, advancing, or leaving practice. A crash, permission issue, or device backup can affect local cleanup. Speech providers may process live audio separately. Typed and transcribed answers that are successfully saved remain in the account until their applicable deletion process runs.

Signing out clears designated app caches on that device. Exports, downloaded attachments, screenshots, operating-system copies, and files you saved elsewhere are outside the app’s deletion control.

6. Infrastructure backups and provider records

Operational backups can retain deleted information until their configured rotation or expiry. They are not an individual recovery service and should be used only for recovery and other legitimate operational needs. If a backup is restored, outstanding deletion requirements must be reapplied before records return to ordinary use. We do not promise an unverified universal backup-erasure period.

Stripe and Apple retain payment records under their financial and legal obligations. RevenueCat holds purchase-reconciliation records. Anthropic retains API information under its commercial policies, including legal and safety exceptions. Resend, Vercel, Sentry, Expo, and storage/authentication providers may retain delivery or operational information under their applicable schedules. We handle deletion requests with providers where required and available; we do not claim an inability to reach a provider excuses our own legal obligations.

Speech processing by Apple, Google, or another device speech service is governed by that provider and your settings. Deleting ClinBound does not revoke or erase every independently maintained provider record. The Privacy Policy identifies each provider’s role.

7. Export, requests, and help

Use Settings → Export my data before deleting the account. The export contains structured account data and time-limited links for stored uploads. Download those files before the links expire. If the export identifies incomplete tables or unavailable attachments, retry or contact us; an incomplete export is not a statement that the missing data does not exist.

For access, correction, deletion, retained-record questions, or help completing a failed request, contact ClinBound LLC at support@clinbound.com. Applicable privacy rights and legally required response periods control.

All legal documents