When a plan ends

When a plan ends, your organization's records stay read-only with export for 90 days. For the 12 months after that they are kept with no access unless you buy or restore a plan. We send an alert 30 days and a final notice 7 days before the records are deleted. Buying or restoring a plan at any point before deletion restores full access. Records on legal hold are never deleted while the hold stands, and deletion is never automatic.

This page explains what counts as a plan ending, what you can do at each stage, the emails your administrators receive, and how to restore the plan. The same policy is in the Terms of Service, section 15, and the Data Processing Addendum, section 8, at rotorlab.app/legal.

What ends a plan#

A plan ends in one of four ways:

• A card subscription is cancelled, and the period already paid for is over.
• A card renewal payment fails and is not made within three days.
• A plan bought by purchase order reaches the end of its service period, and three days pass with no renewal invoice issued. See Paying by purchase order.
• A free trial ends without a plan being bought.

A free plan does not end. The dates below count from the day the plan ended, and the page and the emails give each one as the date in your organization's time zone.

The three stages#

Other members of your organization cannot sign in at any stage; signing in tells them the plan (or, after a trial, the trial) has ended and that an administrator can restore it. API keys follow the same rules: an administrator's own key reads during the first stage, and after it the API refuses every key.

Read-only with export#

An administrator who signs in lands on the Plan ended page. Every other page opens as usual, with a line across the top that says the plan has ended, links to the export and to restoring the plan, and that nothing can be changed. A save, a new record or any other change is refused with the same message.

Take your copy during these 90 days:

• Export organization data on the Your organization's data card, in the Organization section of My Account (https://rotorlab.app/account#data), downloads every record as JSON and CSV files, with your organization's settings, and the documents and photographs attached to records unless you untick Include attached documents and photographs. Tick Include raw flight log files to add the stored logs, and pick comma- or semicolon-separated CSV files for the spreadsheet you will open them in.
• Download the audit binder on the Audit binder card, in the same section.
• The public API reads with an administrator's own API key. See API keys and credits.

Billing & plan on My Account shows Plan ended with the stage and the date read-only ends, and a link to the Plan ended page.

Retained, no access#

After the 90 days, an administrator who signs in reaches the Plan ended page and nothing else. Any other page returns to it. Your records are kept, unchanged, until the date the page shows.

Deletion#

Thirty days before the 12 months end, your administrators receive an alert, and seven days before, a final notice. After the 12 months, and no sooner than seven days after the final notice, the records and every file attached to them can be deleted in one step. A person at RotorLab carries out the deletion; it is never automatic, and the deletion is recorded with counts. Your administrators receive an email when it is done, and a copy of the deletion certificate (what was deleted, when and why) is available on request for twelve months.

A deletion takes your organization's records and leaves every other organization's intact:

• Your activity log entries and timestamp entries stay in place with your details taken out, so every other organization's audit trail and timestamp proofs keep verifying.
• A verification code on a document your organization issued answers Issued; organization since closed, with the document's type and issue date; see Verifying documents.
• If a backup taken before the deletion is ever restored, the deletion is carried out again on the restored copy.

A flight on legal hold is never deleted while the hold stands. While any flight in your organization is on hold, the alert and the final notice are not sent and nothing is deleted; the records stay retained with no access until the hold is lifted.

The Plan ended page#

The Plan ended page shows your organization's name and its stage (Read-only with export or Retained, no access), then a table of the dates that apply:

During the first stage the page also has Export your records, which opens the export on My Account.

Restoring the plan#

At any stage before deletion:

1. Sign in as an administrator. You land on the Plan ended page.
2. Under Restore your plan, choose a plan from the Plan list.
3. Press Restore your plan. Checkout opens with the order summary; pay by card, or by purchase order where it is offered. See Plans, add-ons, and billing.

Access comes back in full, for every member, as soon as the plan is active: nothing needs to be reinstated and no record is lost. A purchase order restores access when the order is approved. If no plan is offered on the page, it says to contact RotorLab to restore your plan.

Request change on Billing & plan in My Account works the same way during the first stage.

Emails your administrators receive#

Every active administrator of your organization receives each of these once:

Each one states the dates that apply and has a Restore your plan button that opens the Plan ended page. The trial reminder and the subscription cancellation email state the same policy.

If the plan ends again after a restore, the dates start again from the new end, and the emails are sent again.

Related#

• Plans, add-ons, and billing
• Paying by purchase order
• My Account
• Retention