Data export and deletion policy

What we hold

• Your account: your email address, your name if you add it, and where you came from when you signed up (for example a link or campaign tag).
• Your workspace: its settings, clients, projects, tasks, people and their billable and cost rates (with the history of changes), time entries, timesheet approvals, expenses and their receipts, invoices, payments recorded against them, and estimates.
• Invoices you send: the client email address you send to, and the invoice itself (also as a PDF).
• Billing: your plan and subscription status. Card details are held by Stripe, never by Hourcove. If you let clients pay invoices by card, they pay on Stripe into your own Stripe account; Hourcove records the payment, never the card.

What Hourcove reads from Harvest

When you connect Harvest and move your history, Hourcove reads (and only reads; it sends no request that could change anything) your clients, people, tasks, projects, assignments and rates, time entries, expenses and their receipts, invoices and their payments, and estimates. It keeps an exact copy of each record as Harvest sent it, alongside the imported data, so the move can be checked. Harvest has no read-only permission, so the access you grant is as wide as your own Harvest login. The tokens are encrypted at rest and never logged.

Each workspace is separate

Everything above belongs to one workspace, and only its members can see it, within their role (members see their own time and expenses; managers and above see everyone's). A client's invoice link opens that one invoice and nothing else. We don't share your data with other New Odyssey products, sell it, or use it to train AI models.

Exporting your data

• Everything: workspace owners and admins can download the whole workspace as JSON under Settings → Your data.
• Lists: time entries, expenses, invoices, projects, clients, and people with their rates, each as CSV under Settings → Your data; every report exports to CSV too.
• Invoices: each one as a PDF from its page.

Exports are available at any time while your workspace exists, including after your plan ends.

Deleting data

• Harvest: disconnect it under Settings → Harvest connection (Move from Harvest). Hourcove deletes its tokens at once and reads nothing more. Harvest offers no way for an app to revoke its own access, so the old access token lapses at Harvest within 14 days; to end it at once, remove Hourcove from your authorised applications in your Harvest ID account. Data already imported stays until you delete it.
• The raw copies of Harvest records are deleted automatically after the retention period you set in Settings (90 days by default) once a move is complete. The working copy used during a move is deleted when the move completes or is stopped.
• A time entry, expense (with its receipt) or draft invoice: delete it from its page, unless it's billed or in an approved week. A sent invoice is voided, not deleted, so its number stays accounted for.
• The whole workspace: the owner can delete it under Settings → Your data. This cancels the plan immediately and permanently deletes everything in the workspace, including receipts and the Harvest connection. Sign-in accounts that belong to no other workspace are deleted too.
• Deletion takes effect immediately in the live service. Database backups kept by our hosting provider (Render) expire on its standard schedule.
• A minimal security log (account ids and actions such as "signed in" or "invoice sent", with no time-entry or invoice content) is kept so misuse can be investigated.
• Stripe keeps its own billing records as the law requires.

If you stop paying

Your workspace stays available to read and export until you delete it. Tracking time, adding expenses and sending invoices stop until you choose a plan again.

Asking us

To ask what we hold, or to have us export or delete it for you, email clio@new-odyssey.com. We reply within 5 business days.