Cancellation Policy

This policy sets out the sequence by which access to, and retention of data within, an Organisation’s HTM LEDGR workspace is governed following cancellation, non-renewal, or voluntary closure, as opposed to a termination for breach, which is a materially different mechanism governed by clause 8.2 of our Terms of Service and is not addressed by this policy. See also our Refund Policy for the treatment of amounts already paid, and our Terms of Service, to which this policy is subject in the event of any inconsistency. The Supplier reserves the right to amend the periods referred to below from time to time, in accordance with clause 9, and the figures quoted are those currently in force as at the “Last updated” date above.

1. Stopping future billing

A subscription bills monthly and renews automatically absent cancellation. To stop future billing, contact support@htmledgr.com or use our contact page, or manage the arrangement directly through the Supplier’s payment gateway provider where the Customer holds an account of its own with that provider. A request to cancel is treated as received on the date it is actually communicated to the Supplier or actioned with the payment gateway provider, not on any earlier date the Customer may have privately decided to cancel. Stopping billing does not, of itself, immediately terminate access; see clause 2 below.

2. The sequence following expiry of a paid period or trial

The following sequence applies uniformly, whether access is ending by reason of cancellation, a failed payment, or the natural expiry of a trial:

1. Grace period (2 days). Upon the paid-until date or trial end date passing, the workspace continues to operate normally for a further 2 days, during which a reminder is displayed to all Authorized Users. This grace period constitutes the entirety of the notice given; no separate advance warning of an impending restriction is otherwise provided. Any document created, sent, or paid during the grace period is treated identically to one created at any other time, and remains subject to ordinary retention under clause 6 of our Terms of Service.
2. Restricted access. Upon expiry of the grace period, the workspace is restricted. Authorized Users other than the owner are unable to sign in or use the Services, and are directed to the owner. Any scheduled or pending outbound communication (a reminder email, a scheduled statement) is not sent while the workspace remains restricted. The owner retains access for the limited purpose of selecting among the following:
   • continuing with HTM LEDGR by resolving the outstanding billing matter;
   • exporting a copy of the Organisation’s data, on the terms described in clause 6 of our Terms of Service; or
   • closing the Organisation.
   No content is deleted at this stage. Existing public share links issued prior to restriction continue to operate on their own terms (revoked or expired links remain inaccessible; live, unexpired links remain accessible) until closure under clause 3 below.
3. Closure. Where the owner elects to close the Organisation, access ceases to be presented as active with immediate effect for every Authorized User, and the Organisation’s content is retained, but not accessible in the ordinary course, for 30 days following closure.
4. Reinstatement. At any time within that 30-day period, the owner may elect to reinstate the Organisation, substantially as it stood immediately prior to closure. Reinstatement restores the Organisation to an unpaid state and requires selection of a subscription plan; it does not confer a further free trial, one trial per business being permanently recorded as described in our Privacy Policy.
5. Permanent deletion. Where the Organisation is not reinstated within 30 days of closure, its content is permanently and irrecoverably deleted, and the Supplier shall have no further obligation whatsoever in respect thereof. The domain and business-name records described in our Privacy Policy may, in accordance with that policy, continue to be held for a further period for anti-abuse purposes notwithstanding deletion of the Organisation’s other content.

3. Exporting data prior to cancellation

Export is not contingent upon reaching restricted access. At any time an Organisation’s access remains in good standing, Settings → Data & Export permits the download of individual PDFs, a filtered CSV, or a complete ZIP archive. The Supplier strongly recommends exporting in advance of cancellation, notwithstanding the retention period described above, which is furnished as a discretionary courtesy and not as a warranted guarantee of data recovery. It remains the Customer’s own responsibility, once exported, to secure that data, on the terms described in clause 6 of our Terms of Service.

4. Authority to cancel or close

Only the workspace owner may manage billing or close an Organisation. This restriction exists for the Organisation’s own protection, preventing any single Authorized User from unilaterally withdrawing access from the entire team. An Authorized User who is not the owner and who wishes the workspace closed should raise the matter with the owner, or submit the in-app request for deletion of their own individual account in accordance with clause 5 below. Where an Organisation has more than one owner, any owner may act under this clause independently, and the Supplier is not obliged to seek the concurrence of every owner before giving effect to an instruction from one of them.

5. Individual account deletion distinguished from closure

An Authorized User may request deletion of their own individual account or profile at any time, subject to approval by an owner. This is a materially different act from closure of the Organisation as a whole (clause 2 above), which only an owner may effect and which affects the access of every Authorized User. Deletion of an individual account does not affect any document that Authorized User created while a member of the Organisation, which remains part of the Organisation’s own records.

6. Where an owner is unreachable or has left the business

The Supplier has no visibility into, and no obligation to investigate, the internal governance of a Customer’s business. Where an Organisation’s sole owner becomes unreachable, departs the business, or is otherwise unable to act, and the Organisation consequently lapses into restricted access or closure under clause 2, resolution is a matter for the Customer’s own internal succession or governance arrangements, including the promotion of a new owner in the manner the Services provide for while access remains available. The Supplier is under no obligation to intervene, to recognise any person other than the recorded owner as authorised to act under this policy, or to release data to a person who cannot establish that authority to the Supplier’s reasonable satisfaction.

7. No cancellation fees

No fee, penalty, or minimum term applies to cancellation. Billing is monthly, without a fixed-term lock-in.

8. Relationship to our other policies

This policy governs access and data timelines only. The treatment of amounts already paid is governed exclusively by our Refund Policy; the treatment of personal information during and after this sequence is governed by our Privacy Policy; and the underlying contractual relationship, including limitation of liability, is governed by our Terms of Service.

9. Changes to this policy

The Supplier may refine this process as the Services evolve. The “Last updated” date above reflects the version currently in force.

10. Contact us

Assistance with cancellation, export, or reinstatement of a closed workspace: email support@htmledgr.com or use our contact page.