Data Terms

Version 1.0. Effective October 30, 2026.

ManageBee holds your business's data: your records, documents, photos, and your clients' information. These terms say how we store it, how long we keep it, how it is deleted, and who helps us process it. They have three parts:

1. Data retention and storage, in plain language
2. Customer Data terms
3. Data Processing Addendum

Part 1. Data retention and storage

The short version:

• While you're a paying customer, we never delete your data. Not when you're over your storage limit, not when you downgrade, not when a payment fails.
• You can see and export your data any time, even after you cancel. Viewing and exporting are never blocked, even at 100% storage. If you cancel a paid plan, your account stays read-only for as long as ManageBee operates.
• Nothing is deleted without notice. Before any scheduled deletion, we send at least three dated notices with a one-click export, and we hold the deletion if every notice bounced.
• Work you've delivered to your clients is protected. Documents, records, quotes, and anything you've shared with a client are never part of any early cleanup.

What counts toward your storage

Your storage counts the files you've uploaded, at their original size: photos, videos, documents, and attachments. The Storage & usage page in your settings breaks it down by category.

• Items in your trash count toward your storage for up to 30 days after you delete them.
• When we compress files behind the scenes to keep our costs down, you're never counted for more than you uploaded and never charged to get anything back. Files we generate for you, like PDF copies of your documents, don't count at all.

While your account is active

Being over your storage limit can pause new uploads, and nothing more. Everything you've stored keeps working: viewing, downloading, sharing, sending, exporting, and the links and portals your clients use. You choose how to move forward: add storage, free up space, or export and clean up. We never delete anything to make room.

If you downgrade and your usage is above the new limit, the same rule applies: new uploads can pause until you're under it, and your existing data is untouched.

If your free trial ends

Trial data gets a long, gradual wind-down. These are the earliest days each step can happen. None happens sooner.

Reactivate any time before day 365 and your records, documents, and client-facing work are exactly where you left them. Internal media removed at the day-210 step cannot be restored.

If you cancel a paid subscription

Your account goes read-only and stays that way for as long as ManageBee operates. Nothing is deleted. You can sign in, view everything, export your data, and keep the links you shared with your clients working, at no charge. Reactivate any time and your business is exactly where you left it.

Before anything is deleted

1. Three dated notices, sent over at least 30 days, each with a one-click export of your account, at any account size.
2. Delivery is checked. If every notice bounced and you haven't acknowledged one in ManageBee, deletion is put on hold while we try other ways to reach you. Deletion never proceeds on bounced emails alone.
3. Export works even when read-only. A read-only account can always run an export. No fee and no support ticket.
4. Nothing is deleted that you couldn't export first. Today the export carries your documents, templates, photos, and files. Contacts, invoices, tasks, notes, and messages are not in it yet, and no scheduled deletion will remove data the export does not carry.

What we never delete early

The day-210 step only touches internal files that were never part of your client-facing work, like raw job-site videos nobody shared. It never touches:

• Business records, documents, invoices, quotes, or reports
• Anything shared with a client: portal documents, shared galleries, delivered reports, active share links
• Anything needed to bring your account back whole

We check every file against these rules at the moment of deletion, not only when it was scheduled.

Links you've shared with your clients

If your account is permanently deleted, links you shared with your clients stop showing the original files. Your client portal shows a notice that the business's account was closed, with guidance to contact you directly, and other shared links stop working. Our final deletion notice warns you that shared links will stop working, so you can export and re-send anything your clients still need.

Deleting your account yourself

An account owner can ask us to delete the account at any time from Settings → Account → Privacy & Data. There is a 30-day grace period, during which you can cancel the request. After it, the account is deleted as described in section 2.9.

Backups

Deleted data is removed from our live systems. Copies remain only in our encrypted database backups, which we keep for 30 days, and then they age out. Backups are used only to recover from a disaster, never to bring back data deleted under these terms.

Your rights

We keep data only as long as these terms describe (storage limitation, GDPR Art. 5(1)(e)) and disclose our retention periods here (CCPA §1798.100). For the terms that apply to your clients' information, see Part 3.

Part 2. Customer Data terms

"Customer Data" means all content you or your users upload to or create in ManageBee, including files, records, documents, and information about your clients.

2.1 Ownership. Customer Data belongs to you. We claim no ownership and use it only to provide the Services, as described in our Privacy Policy and in Part 3. We do not sell Customer Data.

2.2 Storage allowances. Each plan includes a stated storage allowance; add-ons and additional seats may increase it. Storage is measured by the original size of uploaded files. Compression or archiving we perform never increases the amount counted against your allowance, and retrieving archived content is always free. Items in your trash count toward your allowance for up to 30 days. Files the Services generate from your content, such as PDFs, do not count.

2.3 Exceeding your allowance. If your account reaches its allowance, the Services may decline new uploads until usage is below it or it is increased. Exceeding your allowance will never: (a) block viewing, downloading, sharing, or exporting existing Customer Data; (b) interrupt content you have already shared with your clients; or (c) cause deletion of any Customer Data. We may accept limited uploads above the allowance, such as submissions from your clients, as a courtesy; that does not create an entitlement.

2.4 Retention while subscribed. While you have an active paid subscription, we keep all Customer Data and do not delete it under these terms, including while you are over your allowance or after a downgrade.

2.5 Retention after a trial ends or a subscription is cancelled. Customer Data follows the wind-down in Part 1. No step happens earlier than shown:

Internal-media deletion removes only media never shared with or delivered to your clients, and never removes business records, documents, or client-facing content. Days are counted in UTC from the trigger date. Reactivating before permanent deletion stops the wind-down and restores full access, except to media already removed in the internal-media step. After a paid subscription is cancelled, Customer Data is kept read-only with no scheduled deletion; 2.6 to 2.8 apply only if that changes under 2.11.

2.6 Notice before deletion. Before any deletion under 2.5, we will send at least three (3) notices to the account owner over at least thirty (30) days, each with the means to export Customer Data (2.7). If every notice failed or bounced and none was acknowledged in the product, deletion is suspended while we try other ways to reach you.

2.7 Export. You may export Customer Data at any time, including while the account is read-only, at no charge, at any account size. Some kinds of records are not yet in the export; no deletion under 2.5 removes data the export does not carry.

2.8 Shared links after deletion. After permanent deletion, links you shared with your clients no longer show the original content; your client portal shows a notice that the account was closed. It is your responsibility to give your clients copies of anything they need beyond your account's life; our final notice under 2.6 warns you before shared links are affected.

2.9 Deletion. Data deleted under these terms, or at an account owner's request after the 30-day grace period, is deleted from live systems promptly and from encrypted backups as they expire. Backups are used only for disaster recovery and are not used to restore deleted data.

2.10 Legal holds. We may keep specific data beyond this schedule where the law requires it, to resolve disputes, to enforce agreements, or to comply with a lawful preservation request, only as long as the requirement lasts and protected like active data. Records of financial transactions may be kept as tax and accounting law requires.

2.11 Changes. Material changes to these terms take effect no earlier than thirty (30) days after we notify account owners by email and post the new version on this page. A change never shortens the remaining wind-down of data already past its trigger date without restarting the notices in 2.6.

Part 3. Data Processing Addendum (DPA)

DPA-1 Roles and scope. For personal data in Customer Data, including personal data of your own clients ("Consumers"), you are the controller and ManageBee is the processor. That data includes names, contact details, addresses, property and job details, photos, documents, messages, and payment records. ManageBee processes it only to provide the Services and on your documented instructions, which these terms and your use of the Services make up.

DPA-2 Duration. Processing continues for the subscription term plus the wind-down in 2.5. That schedule is the agreed retention limit for the purposes of GDPR Art. 5(1)(e).

DPA-3 Deletion or return (GDPR Art. 28(3)(g)). When the Services end, ManageBee provides both: (a) return, as a self-service export of Customer Data (2.7) at no charge throughout the read-only period in 2.5; and (b) deletion, on the schedule in 2.5 or earlier at your verified request. On written request, ManageBee will confirm in writing that deletion is complete, subject to backup expiry (2.9) and legal holds (2.10).

DPA-4 Consumer-facing content. Content you share with Consumers through the Services (portals, share links, delivered documents) is available to them only for the life of your account plus its retention period. ManageBee's obligations to Consumers are limited to (a) never deleting Consumer-visible content in the internal-media step, and (b) showing a closure notice on the client portal after permanent deletion. Telling Consumers and giving them lasting copies is your responsibility as controller; ManageBee provides export tools and advance warning (2.6, 2.8) to make that practical.

DPA-5 Data subject requests. ManageBee helps you answer requests from individuals (access, correction, erasure, portability) through the Services' export, edit, and delete features. Requests we receive directly from Consumers are sent to you unless the law requires otherwise.

DPA-6 Sub-processors. Current sub-processors that process Customer Data:

• Google Cloud Platform (hosting, object storage, managed databases and backups, AI inference: Google's Gemini models, and Anthropic's Claude models run by Google in Vertex AI)
• Google Maps Platform (address search, map display, and turning addresses into map locations)
• TypeSafe (AI judgment for Hivewell: the message a person sends Hivewell and earlier messages in that chat; a description of the page they are on; the names of the sections, items and inputs in view and the answers already in them; passages from the company's Documents; the company's own words for things; and the choices it is asked to pick between. Before anything is sent, Hivewell replaces the names, street addresses, phone numbers, emails and access codes it finds with labels such as "client 1")
• PowerSync (hosted offline sync between our servers and the web and phone apps: your company's synced records)
• Mailgun (email delivery: emails sent from ManageBee, such as invoices, quotes, reports and account notices, and replies to them)
• Telnyx (text messages and phone calls, and the phone numbers they use)
• Finix (card and bank payments: payment details and merchant onboarding information)
• Sentry (error reports from our apps; on the web, recordings of the moments before an error, with all text, typed values and images hidden)
• PostHog (product analytics: which screens and features are used, tied to a user ID and a company ID; no names, emails or document contents)
• OpenRouteService (drive-time service areas: the starting locations you set for team members)
• RentCast (property details looked up by address)
• GitHub (source files of websites we build and host for you)
• Slack (our team's notices about website requests you send us)
• Linear (our team's tracking of website requests and problem reports you send us)

When you connect them, these services receive data on your instruction:

• QuickBooks Online (accounting sync: the clients, invoices and payments you choose to sync to your QuickBooks company)
• Google Drive, Google Business Profile and Google Search Console (files you pick to bring in from Drive; a backup copy of your company's files, photos, documents, agreements, quotes and invoices, sent to your Drive once you connect it; and your business listing and search data for the website we host for you)
• Google Calendar API (controller-instruction write of the event the user configured onto a calendar they chose; free/busy read only; we do not store personal event titles; Calendar data is not used for ads or model training)

The maintained list, with processing purposes and change notice, is published at managebee.com/legal/subprocessors. ManageBee remains responsible for its sub-processors' performance and binds them to materially equivalent data-protection obligations.

DPA-7 Security and location. Customer Data is encrypted in transit and at rest. Our database and file storage are hosted by Google Cloud in the United States. Deleted data cannot be recovered from live systems once purged. Encrypted daily database backups are kept for 30 days and point-in-time recovery logs for 7 days, so purged data leaves all backups within about 30 days of deletion.

DPA-8 Confidentiality. People at ManageBee who can access Customer Data are bound by confidentiality and access it only to provide and support the Services.

DPA-9 Security incidents. If we become aware of unauthorized access to Customer Data, we will tell you without undue delay and share what we know, so you can meet your own obligations.