Your data, your call
Data Deletion & Retention
What happens to a club's data when its CosmoOps Club workspace is deleted, and what we are required to keep.
Last updated: 6 October 2026
1. When a workspace is deleted
- Deletion is confirmed. The owner confirms deleting the workspace on CosmoOps Connect. Access to the club app stops straight away, so nothing more is written.
- A grace period runs. The workspace and its data still exist until the grace period ends. If the owner changes their mind in that time, the deletion can be cancelled and the club carries on as before.
- The workspace is purged. When the grace period closes, the workspace is destroyed and we apply the rules in section 2 to the data it held.
2. What is erased and what is kept
We split a club's data into the groups below. Some we erase. Some we must keep for a period the law sets, and for those we say which rule requires it.
Members, meetings and club activity
Erased with the workspaceThe member roster and profiles, office bearers and terms, meetings and attendance, service projects, referrals, setup progress and the club profile.
Accounts, receipts and dues
Kept for 120 daysFunds, the receipts and payments ledger, dues plans and demands, and receipt numbering.
Why we keep it: Income-tax Act, 1961 and Companies Act, 2013 - books of account and their supporting records must be preserved for the prescribed period.
Donors and 80G receipts
Kept for 120 daysDonor details, the identifier Form 10BD needs, and the giving history behind each 80G receipt.
Why we keep it: Income-tax Act, 1961 (section 80G, and Form 10BD under rule 18AB) - the donation records behind an 80G receipt and the annual statement.
Privacy log
Kept for 120 daysThe append-only record of consents given and withdrawn, and of access, correction and erasure requests.
Why we keep it: Digital Personal Data Protection Act, 2023 - a Data Fiduciary must be able to demonstrate consent and that data principals' requests were honoured.
Kept data is not used for anything else. It is held only to meet the rule named above, and is erased once that period ends.
3. Deleting one person's data
A club's officers can permanently remove a member from the roster at any time, for example when someone leaves or asks for erasure under the DPDP Act. They must give a reason, which goes into the privacy log with the date. The log records that an erasure took place without keeping the erased person's name.
Some details cannot be erased on request while a law still requires them, for example a donor's identifier behind an 80G receipt, or an entry in the accounts. We will tell you which, and why.
Members who cannot reach their club's officers can write to our Grievance Officer. See Grievance Redressal and our Privacy Policy.
4. Getting a copy of your data
The club app does not yet have a self-service export. Before the grace period ends, a club can ask for a copy of its records by writing to support@cosmoops.com, and we will provide it in a commonly used format within a reasonable time.
5. Identifiers we hold back
CosmoOps Club does not allocate phone numbers, handles or sub-domains to a workspace, so there is no identifier that has to wait before it can be reused.
6. Questions
Write to support@cosmoops.com, or to our Grievance Officer at grievance@cosmoops.com.