Leaving TheatreStack
Last updated: 16 June 2026
This off-boarding policy explains what happens when a society decides to leave TheatreStack — how to take a copy of your data, how account closure works, what we delete, what we are required to keep, and how to change your mind. It sits alongside our Terms of Service, Privacy Policy and Data Processing Agreement.
In this policy "society" (or "Customer") means the amateur theatre organisation that controls a TheatreStack account, and "we"/"us" means Theatre Stack Ltd (trading as TheatreStack).
1. Our commitment
We don't believe in locking societies in. You can take a full copy of your data at any time, you decide when to leave, and leaving is reversible right up until your data is actually deleted.
2. Take your data with you (export)
At any time — you don't need to be leaving — an organisation admin can download a complete copy of the society's data from Society Admin → Your data → Export society data. The export is a ZIP archive containing your members, productions, rehearsals, fees, announcements, events and the documents you've uploaded, as machine-readable CSV/JSON files plus the original document files. This supports your right to data portability under UK GDPR (Article 20). We recommend exporting before you close your account.
3. Who can close a society
Only an organisation admin can request closure, and only from within the society's own account. To prevent mistakes, closure must be confirmed by typing the society's name. Other members and roles cannot close the account.
4. The 30-day grace period
When closure is requested, your society enters a 30-day grace period. During this time:
- Your society becomes read-only — members can still sign in, view information and export data, but cannot make further changes.
- A banner shows the scheduled closure date across the app.
- No data is deleted yet, and nothing is irreversible.
5. Changing your mind
You can cancel the closure at any point during the grace period from Society Admin. This immediately restores full access and stops the deletion. If you need to reverse a closure and cannot do so yourself, contact us at [email protected].
6. Billing
On closure, any active subscription is set to cancel at the end of the current paid period, so you are not charged again. You keep access for the remainder of the period you have already paid for. We do not provide pro-rata refunds for the unused part of a billing period. If you cancel the closure, the subscription is resumed.
7. Deletion of your data
After the 30-day grace period has passed, your society's data is permanently deleted. Deletion is carried out on review by a member of our team (it is not automatic), normally within a few days of the grace period ending. Because your society is read-only throughout the grace period, your data is protected from change in the meantime. This meets the UK GDPR requirement to erase personal data without undue delay (Article 17).
Deletion removes member records, productions, rehearsals, documents, announcements, events and related operational data, and anonymises user accounts that belonged only to your society.
8. What we are required to keep
Some records cannot be deleted on request because we (or you, as controller) are under a legal obligation to retain them, or it is necessary for the establishment, exercise or defence of legal claims. After closure we retain the following for the periods required, then delete them:
- Safeguarding records — child safeguarding and incident records are subject to statutory retention requirements and are retained accordingly.
- Financial records — fee, payment and Gift Aid records that must be kept for tax and accounting purposes (HMRC generally requires around six years).
- Audit logs — our tamper-evident, append-only audit records, kept as evidence of accountability under UK GDPR Article 5(2).
Where records are retained, access is restricted and they are not used for any other purpose.
9. Third-party providers
Where your data has been shared with our sub-processors to deliver the Service (for example our email delivery and payment providers), we take steps to ensure that data held on your behalf is removed in line with this policy and the providers' own retention rules. Our sub-processors are listed in our Data Processing Agreement.
10. Confirmations
We email the organisation admin to confirm when closure is requested (including the scheduled deletion date and how to cancel), and if a closure is cancelled. Closure, cancellation and deletion are recorded in the society's audit log.
11. Your data protection rights
Nothing in this policy limits the data protection rights of individuals. Members and other data subjects retain their rights under UK GDPR — including access, rectification and erasure — which can be exercised at any time, independently of whether a society is leaving. See our Privacy Policy for details.
12. Contact us
Questions about leaving or about this policy? Email [email protected].