1. Purpose
This Subscription Expiry and Account Access Policy explains how access to NuMetric changes when a paid subscription expires or is not renewed.
It defines the access available to the Account Owner and other authorised Users during the grace, suspension and archival stages. It also explains the relationship between account access, Customer Data retention, renewal and account deletion.
This Policy forms part of NuMetric’s Governing Documents and should be read together with the Terms and Conditions, Privacy Policy and Service Level Agreement.
2. Scope
This Policy applies to paid NuMetric subscriptions unless:
A separate written subscription agreement states otherwise;
A regional or product-specific policy establishes different conditions; or
Applicable law or a regulatory obligation requires different treatment.
Free, trial or Starter accounts may be governed by separate lifecycle or inactivity policies.
3. Definitions
Account Owner means the person or entity that controls the NuMetric account, subscription and User permissions.
Other Users means Users invited or authorised by the Account Owner to access the organisation’s NuMetric account.
Subscription Expiry Date means the date on which the paid subscription term ends, as recorded in NuMetric’s subscription system.
Grace Period means the period beginning on the Subscription Expiry Date and continuing through Day 8, inclusive.
Suspended Account means an expired account that has not been renewed by the beginning of Day 9 after expiry.
Archived Account means an account that has remained expired for more than 180 days.
For the purpose of calculating these periods, the Subscription Expiry Date is treated as Day 0, the following day as Day 1, and Day 181 as the first day of Archived status.
Read-only access means that permitted records may be viewed but cannot be created, edited, approved, deleted, reversed or otherwise changed.
4. Account Access Stages
Status | Period | Account Owner Access | Other Users |
Active | The subscription is active. | Full access according to the subscribed plan. | Access according to the permissions assigned by the Account Owner. |
Expired: Grace | From the Subscription Expiry Date through Day 8, inclusive. | Full access according to the expired subscribed plan. Renewal reminders and applicable automatic payment retries continue during this period. | Access continues according to assigned permissions. |
Expired: Suspended | From Day 9 through Day 180 after expiry. | Read-only access to Sales, Purchases, Accounting and Reports. Reports may be generated and exported. Access to Settings is limited to Profile Management, User Management and Subscription. Users may be removed but cannot be added. A new subscription may be purchased. All other modules are inaccessible. | No access to the organisation’s account. |
Expired: Archived | Beginning on Day 181 after expiry. | Access is restricted to Settings for Profile Management, User Management and Subscription. Users may be removed but cannot be added. A new subscription may be purchased. All operational modules, records and reports are inaccessible. | No access to the organisation’s account. |
5. Grace Period
During the Grace Period:
The Account Owner and Other Users retain the access available immediately before subscription expiry.
Access remains subject to the subscribed plan and each User’s assigned permissions.
Applicable automatic payment retries may continue where recurring payment has been authorised.
NuMetric may send renewal reminders and subscription-status notifications.
The subscription remains expired even though temporary access continues.
The Grace Period does not constitute a renewal or extension of the annual subscription term.
If the subscription is not renewed by the end of Day 8, the account automatically enters Suspended status on Day 9.
6. Suspended Accounts
While an account is Suspended, the Account Owner may:
View existing records within Sales, Purchases and Accounting;
Access Reports;
Generate and export available reports;
Access Profile Management;
Remove existing Users;
Review subscription information; and
Purchase an available subscription plan.
The Account Owner may not:
Create, edit, approve, delete or otherwise change transactions;
Add new Users;
Access modules other than those expressly permitted under this Policy; or
Use operational functionality that requires an active subscription.
Report generation and export remain available during the Suspended period so that the Account Owner can access available financial information before the account enters Archived status.
7. Archived Accounts
When an account enters Archived status:
The Account Owner can access only the permitted areas of Settings;
Sales, Purchases, Accounting, Reports and all other operational modules become inaccessible;
Reports can no longer be generated or exported;
Existing Users may be removed but new Users cannot be added; and
Other Users remain unable to access the organisation’s account.
Archived status restricts access to Customer Data but does not, by itself, delete the account or Customer Data.
8. Access for Other Users
Other Users retain their assigned access during the Grace Period.
Beginning on Day 9, Other Users cannot access the organisation’s account unless and until the Account Owner successfully renews or activates an eligible subscription.
When an Other User attempts to sign in to an organisation with a Suspended or Archived subscription, NuMetric will display:
“Your organisation’s subscription has expired. Please contact your Account Owner for further assistance.”
Other Users cannot renew the organisation’s subscription unless they are separately authorised by NuMetric as the Account Owner.
9. Renewal and Restoration of Access
The Account Owner may purchase an available subscription plan through the Subscription section while the account is in Grace, Suspended or Archived status.
Following successful payment and subscription activation:
The account returns to Active status;
Access is restored according to the newly subscribed plan;
Other Users regain access according to their existing assigned permissions, provided they have not been removed; and
Features or limits unavailable under the newly selected plan will remain restricted.
Restoration may require payment confirmation, subscription activation and completion of any applicable account or regulatory verification requirements.
Renewal does not guarantee access to features that are no longer offered or that are excluded from the newly selected plan.
10. Customer Data Retention
Subscription expiry, suspension and archiving are access-control events. They do not transfer ownership of Customer Data to NuMetric and do not automatically constitute deletion or erasure.
Customer Data remains securely stored and protected in accordance with:
NuMetric’s Terms and Conditions;
NuMetric’s Privacy Policy;
The applicable Data Retention Schedule;
Contractual requirements;
Applicable accounting, tax and regulatory obligations; and
Any applicable legal hold, dispute or audit requirement.
Archived Customer Data may remain unavailable through the platform even though it continues to be securely retained.
Retention does not mean that operational access must remain available without an active subscription.
11. Account Deletion and Data Erasure
Archived status is different from voluntary account deletion.
Where available, the Account Owner may request account deletion or exercise applicable data-protection rights by following the process described in the Terms and Conditions and Privacy Policy.
Deletion requests remain subject to:
Identity and authority verification;
Applicable legal and regulatory retention obligations;
Accounting and tax-record requirements;
Open disputes, investigations or legal holds; and
NuMetric’s documented backup lifecycle.
The Account Owner is responsible for generating and exporting any available records required for business, accounting, tax, audit or regulatory purposes before access to Reports ends.
12. Notifications
NuMetric may notify the Account Owner of:
An approaching Subscription Expiry Date;
The beginning and end of the Grace Period;
The suspension of the account;
The approaching archival date;
The account entering Archived status;
Payment failures or automatic payment retries; and
Available renewal options.
Notifications may be delivered through email, in-app messages, subscription banners or other contact methods associated with the account.
The Account Owner is responsible for maintaining accurate contact information and monitoring the organisation’s subscription status.
Failure to receive or review a notification does not extend the subscription or prevent the access changes described in this Policy.
13. Security, Privacy and Continuity
NuMetric continues to apply appropriate administrative, technical and organisational safeguards to Customer Data held in Suspended and Archived accounts.
Account-access restrictions, data retention, backup, restoration, continuity and deletion processes are managed under NuMetric’s applicable security, privacy, business-continuity and governance controls, including its commitments associated with ISO 27001, SOC 2 Type II, ISO 22301, ISO 42001, GDPR and other applicable requirements.
Where NuMetric processes electronic protected health information and HIPAA applies to the relevant service or contractual relationship, applicable HIPAA security, privacy, availability and retention requirements will continue to apply.
Suspension or archiving does not reduce NuMetric’s obligation to protect retained Customer Data.
14. Legal and Regulatory Exceptions
NuMetric may restrict, preserve, restore, disclose or prevent deletion of particular records where necessary to:
Comply with applicable law or a binding regulatory requirement;
Preserve tax, accounting or electronic-invoicing records;
Respond to a court order or lawful government request;
Maintain evidence relating to fraud, misuse or a security incident;
Enforce the Agreement; or
Protect the rights, security and integrity of NuMetric, its Customers or third parties.
Any such action will be limited to what is reasonably necessary and legally permitted.
15. Changes to This Policy
NuMetric may update this Policy to reflect changes in subscription practices, platform functionality, legal requirements or compliance obligations.
Where a change materially affects customer access or rights, NuMetric will provide reasonable advance notice through email, an in-app notification or another appropriate communication channel.
The effective version will be the version published in the NuMetric Help Center.
16. Contact and Support
For subscription renewal or account-access assistance, contact NuMetric through the in-app messenger or the support channels provided in the NuMetric Help Center.
For privacy or data-protection requests, contact:
Data Protection Officer
VIRIFI Technologies Ltd
Email: [email protected]