Account & Data Deletion

1. What this page covers

This page tells you exactly how to request deletion of your Clerque account and the data we hold about you. We are HNS Corporation Philippines(“HNS Corp PH”), the operator of Clerque — a cloud point-of-sale, accounting, and payroll platform for Philippine small and medium businesses.

The Clerque ecosystem is made up of:

• Clerque Cloud — the web application at clerque.hnscorpph.com
• Clerque Counter — the Android companion app on the Google Play Store

Both surfaces share the same account and data; deleting your account removes you from both.

2. How to request deletion

Send an email from the address registered on your Clerque account to:

Subject line (template):

Subject: Account deletion request — <your tenant slug>

Body:
Please delete my Clerque account and all associated personal data.

Tenant: <your tenant slug, e.g. "my-coffee-shop">
Account email: <the email on file>
Reason (optional): <e.g. closing the business / privacy preference>

I confirm I am the account holder or its authorized representative.

If you cannot send from the registered email (lost access, employee left, etc.), we will verify your identity through a video call with an officer of the business. This is to protect against malicious deletion requests by competitors or former staff.

3. How long it takes

• Within 24 hours — we acknowledge receipt of your request and confirm the steps to verify your identity.
• Within 7 calendar days — your sign-in is disabled. You can no longer log in to web or Counter mobile from any device.
• Within 30 calendar days — all deletable personal data described below is purged from production systems and backups. We send you a final confirmation email.

This timeline complies with the Data Privacy Act of 2012 (RA 10173) and the IRR of the National Privacy Commission, which require data controllers to respond to deletion requests within thirty (30) days.

4. What gets DELETED

The following data is purged within 30 days:

• Your user profile — name, email, password hash, login history
• Sessions and trusted-device records
• Your role assignments and permissions
• Notification preferences and any non-business personal data linked to your user record
• If you are the sole owner of a tenant business that you are also closing — the tenant's customer database, product catalogue, employees, branches, and configuration
• Marketing and analytics events tied to your user ID
• Cached data on the Counter mobile app (signing out + uninstalling clears local storage)

5. What we are LEGALLY REQUIRED to RETAIN

By law (BIR, SEC, Anti-Money Laundering Act, and various tax codes) we cannot delete certain records even when you request it. We keep these in restricted-access archives for the legally required period and delete them on schedule:

These records are removed from active production systems, kept in encrypted cold storage with no end-user access, and permanently destroyed at the end of the legally required retention period. They are not used for any purpose other than complying with regulatory requests.

6. If you are not the tenant owner

You may be using Clerque as an employee, cashier, or invited user of a business that is not yours. In that case:

• You can request deletion of your personal user record (name, email, login history) using the process above.
• The business's records (the tenant's products, customers, sales) are not yours to delete — only the business owner can request that. We will reply to your request confirming what was removed and what remains.

7. Reversing a deletion

During the 7-day window between your sign-in being disabled and the actual data purge, you can cancel the deletion by replying to the acknowledgement email. After the 30-day mark, deletion is irreversible — we cannot recover deleted data even by court order, because it no longer exists on our systems.

8. Questions or escalations

If you are dissatisfied with our response, you may file a complaint with the National Privacy Commission of the Philippines:

privacy.gov.ph