Overview

At Reflektive, we take data privacy and security seriously. This article outlines our data retention policy following account deactivation and guides administrators on how to request a formal Certificate of Data Destruction.

Account Deactivation and Data Purge Policy

Once your Reflektive account is officially deactivated:

• 30-Day Grace Period: Your data is scheduled for permanent deletion and retained for 30 calendar days following the effective date of deactivation.
• Auto-Purge Process: In accordance with our security standards and data retention policy, all company data—including employee records, reviews, goals, feedback, and associated logs—will be automatically and permanently purged from our active production systems and backups once the 30-day window lapses.
• Irreversibility: Once the automated purge completes, the data cannot be recovered.

What is a Data Destruction Certificate?

A Data Destruction Certificate (Certificate of Destruction) is a formal document provided to confirm that your organization’s proprietary and employee data has been permanently deleted from Reflektive's servers and databases in compliance with industry-standard data handling and security protocols.

How to Request a Data Destruction Certificate

Company administrators can initiate a request for the certificate using either of the following channels:

Option 1: Submit via the Reflektive Portal

1. Log in to the Reflektive Support Portal.
2. Navigate to Submit a Request / Open a Ticket.
3. Select Account Closure & Data Destruction Request as the issue category.
4. Provide your company details (Company Name, primary Admin contact info, and account deactivation date).
5. Click Submit.

Option 2: Contact Support via Email

• Send an email directly to support@reflektive.com using an authorized admin email address.
• Use the subject line: Data Destruction Certificate Request - [Your Company Name].
• In the body of the email, please include:
  • Company Name / Reflektive Account Domain
  • Name and email of the authorized account administrator making the request
  • Effective date of account deactivation/termination

What Happens Next?

1. Verification: Our Support team will review the request and verify administrative authorization and account deactivation details.
2. Internal Coordination: Once confirmed, Support will coordinate with our internal engineering, security, and infrastructure teams to track the completion of the 30-day auto-purge cycle.
3. Issuance: After the data purge is finalized and verified across all storage systems, the team will generate and issue the formal Data Destruction Certificate directly to the requesting administrator.

If you have questions regarding your data retention timeline or need to download historical reports prior to deactivation, please reach out to your Customer Success Manager (CSM) or contact Reflektive Support before the 30-day auto-purge window concludes.