Data retention when your contract ends

When a customer terminates their contract with Workvivo, data is handled through a defined system sunset process:

1. The customer submits written notice of termination.
2. The Customer Success Manager reviews the notice and ensures it complies with the terms of the customer contract, requesting legal review if necessary.
3. A System Sunset plan is created by the Customer Success Manager in coordination with the customer’s representative. This includes details such as when to revoke employee access, setting the account to inactive, and removing employee accounts (thus removing access).
4. The Customer Success Manager ensures the System Sunset plan adheres to the stipulations set out in the customer contract.
5. The Sunset plan is activated and the relevant timelines and count-downs defined in the plan are set in place.
6. The Customer Success Manager submits notification of termination to the Workvivo Support Team, where it is reviewed and approved.
7. The Workvivo Support Team submits the approved order for deletion to the Workvivo Infrastructure Team via the ticketing system.
8. The Workvivo Infrastructure Team assigns a ticket to one of its members, who validates the request.
9. The Infrastructure ticket owner asks a second team member to review and confirm. Only then is the change committed to production.
10. The second member of the Infrastructure Team validates that the change was successful and effective.
11. The ticket is updated and returned to the Workvivo Support Team for closure.
12. The Workvivo Support Team informs the Customer Success Manager, who informs the customer.