Account closure and data deletion policy

Only a practice administrator can close the account. They type the organisation's name to confirm, give a reason, and choose a closing date at least seven days away. Nothing changes until that date, and the administrator can withdraw the request until then. Every administrator is told when a closure is requested, and again when the account closes.

• People can no longer use THEMIS, except to open the closure page and export. Only administrators can export.
• API keys are revoked and webhooks are stopped.
• Invitations to the client portal that were not accepted are withdrawn.
• The subscription is set to end at the end of the period already paid for, and the Master Services Agreement is ended and recorded as terminated.
• The organisation's information is not deleted yet.

For 30 days after the closing date, administrators, legal administrators and compliance officers can export: every table of records, as CSV or JSON, and every document, as zip files. Each download is recorded. The export is complete for the records and for the latest version of each document. Earlier versions of workspace documents are not in the export.

It is the organisation's job to keep a copy of anything the law or its regulator requires it to keep, for as long as it requires. Once the account is deleted, THEMIS cannot give it back.

When the export period ends, THEMIS deletes what the organisation put into it: matters, documents and their versions, workspaces, contracts, notes, tasks, enquiries, clients and billing clients, recoveries accounts, templates, settings and files held in object storage. The people who had logins are made anonymous: name and email are replaced and sign-in is closed.

The deletion happens in the live service. Copies in backups are overwritten on their normal cycle, within 90 days. A deletion record is kept of what was deleted and what was kept.

• The Master Services Agreement, its signing record and its certificate, for the limitation period, as evidence of the contract.
• THEMIS's own billing and tax records about the organisation, for the period in the Data retention schedule.
• The permanent audit trail, ledgers, registry records and signing evidence in the account. They are append-only so that their history can be trusted, and they cannot be edited or removed. They contain identifiers and, in some entries, names and email addresses used at the time.
• The record of the closure itself.

THEMIS does not use what it keeps for any other purpose, and restricts who can see it.

If a legal hold is in place on a workspace, deletion waits until the hold is released, so that nothing that may be evidence is lost. The administrators are told.

A law practice is bound by its own record-keeping duties. Under the Financial Intelligence Act, 2022, records of transactions and of customer due diligence must be kept for twenty years. Trust and client money records, tax records and client files have periods of their own. THEMIS is not the organisation's archive. Deleting the information on closure does not release the practice from keeping what it must keep, so it should export it before the export period ends.

If THEMIS ends the agreement, for example for a serious breach or non-payment after notice, the same export period and the same deletion apply, unless a law or a court order requires otherwise, or the reason for ending is that the account was used unlawfully, in which case THEMIS may preserve information as the law requires.

Before the closing date, the request can be withdrawn. After the account has closed, write to legal@olympuspay.co within the export period. THEMIS will decide whether it can reopen the account, and a reopened account needs a new agreement. After deletion, nothing can be recovered.

You can reach us at privacy@olympuspay.co for data protection matters, legal@olympuspay.co for legal notices, and support@olympuspay.co for help. Our address for notices is 1111B S Governors Ave, STE 25834, Dover, DE 19904, USA. A written notice sent to that address, or an email to legal@olympuspay.co, is treated as delivered when received.