| Data | Retention | Then |
|---|---|---|
| Account closed by the member | 7 days after the request (the member can cancel within that time) | Erased, including from our email, payment and analytics providers |
| Account after a paid membership or free trial ends | 12 months | Erased |
| Account after employer-sponsored access ends, member does not continue | 90 days | Erased |
| Activity, workout, nutrition and engagement logs | 24 months | Anonymised |
| Routes from walks, runs and hikes | With the activity, 24 months, or on request | Erased |
| Photos and posts in communities and challenges | Until removed by the member or the community or challenge closes, never longer than the account | Erased |
| Wellbeing check-ins, mood notes and journal entries | 12 months | Erased |
| AI requests and outputs | 12 months | Erased |
| Data received from Apple Health, Health Connect or a connected service | While connected, then 12 months | Erased |
| Safeguarding records (date, source, category, contact log; never the member’s words) | 6 years after the concern is closed | Erased |
| Consent records | Life of the account plus 12 months | Erased |
| Erasure request records | 6 years | Kept as evidence that erasure was carried out |
| Admin audit logs | 6 years | Erased |
| Enquiries, applications and support messages | 12 months after last contact | Erased |
| Partner identity documents | Until the partner account closes; 90 days if the application is declined | Erased |
| Partner account data | 12 months after the partnership ends | Erased |
| Financial and payment records | 7 years | Erased |
| Anonymised statistics | As needed | Cannot identify anyone |
Every provider below processes data on VYVE’s instructions under a written data processing agreement. Employer clients get at least 30 days’ notice before we add a provider that handles member data. Last reviewed 19 October 2026.
| Provider | Purpose | Member data handled | Location | Transfer safeguard |
|---|---|---|---|---|
| Supabase | Database, authentication, server functions, file storage, secrets | All member data | EU (Frankfurt, Germany) | Not needed |
| Anthropic | The AI features in the AI Use Policy | Goals, activity, check-in content, journal entries where reflection is switched on, first name. Never email addresses or account identifiers | United States | UK Addendum to the EU Standard Contractual Clauses |
| Brevo | Account, service, re-engagement and safeguarding emails | Name, email, email content. Never health values in email bodies | EU (France) | Not needed |
| PostHog | Product analytics; a masked sample of portal sessions | Usage events and device data under an internal identifier; typed text and emails masked; no health values | EU | Not needed |
| Stripe | Payments for direct subscriptions | Name, email, payment status, last four card digits | United States and EU | UK Extension to the EU-US Data Privacy Framework |
| Apple and Google | App distribution, in-app subscriptions where used, push notifications | Device identifiers, push tokens, subscription status. Notifications never contain health information | Global | UK Extension to the EU-US Data Privacy Framework |
| Capawesome | In-app updates | Device and app identifiers only | EU | Not needed |
| OpenFreeMap and Esri | Map images for the maps shown in the app | The member’s IP address and the map area requested by their phone. Never the route or the member’s identity | EU (OpenFreeMap); United States (Esri) | UK Extension to the EU-US Data Privacy Framework (Esri) |
| YouTube (Google) | Hosting session and replay videos | None beyond playback; YouTube may set its own cookies | Global | UK Extension to the EU-US Data Privacy Framework |
| HubSpot | Employer and partner enquiries | Business contact details only. Never member data | EU | Not needed |
| GitHub (Microsoft) | Hosting the website and the member app’s web pages | None | Global | Not applicable |
| Terra (not yet in use) | Connection to fitness watches such as Garmin, COROS, Wahoo and Suunto, only if a member connects one. Will be added to this register, with 30 days’ notice to employer clients, before it goes live | Synced workouts and activity | United Kingdom and United States | UK Extension to the EU-US Data Privacy Framework or IDTA |
Services a member connects to their own account, such as Strava, are independent controllers under that member’s own agreement with them. VYVE sends them only the activities the member records in VYVE (route, time and distance), and only while the member keeps the connection.
This document is one of six that together describe how VYVE handles data and keeps members safe. They are written to be read together and use the same facts.