Dormant Account Policy

Last updated: 16 June 2026

This policy explains what happens to a Canopy account after a long period of inactivity. It supplements the Terms & Conditions and Privacy Policy.

1. Definitions

Before reading this policy, it is important to understand two distinct things in Canopy:

Account - your personal identity on Canopy. One account per person, tied to your email address. This is what you log in with. Your account exists independently of any workspace.

Workspace - a billing and collaboration unit that an account owns. One account can own multiple workspaces. Each workspace has its own plan (Free or Pro), its own maps, and its own members. Members of a workspace each have their own separate accounts.

Dormancy is tracked at the account level, not the workspace level. When your account goes dormant and is eventually suspended, it is your account login that is disabled - which in turn makes all workspaces you own inaccessible to you and their members. Workspaces where you are only a member (not the owner) are not affected by your account's dormancy.

2. What counts as dormant

Your account is dormant when you have not signed in and there has been no authenticated API activity under your account for 3 consecutive calendar months.

The following do not reset the dormancy clock:

Visiting the Canopy marketing site without signing in
Receiving emails from Canopy
Other members of a workspace you own being active in that workspace
Workspace data being updated by another member

3. Exemptions

The following accounts are never suspended for inactivity:

Condition	Detail
Your account owns at least one workspace with an active paid subscription	Billing is evidence of active use. As long as payment succeeds, the account is not treated as dormant.
A paid subscription lapses (failed payment → 7-day grace → workspace downgraded to Free)	The dormancy clock starts from the date the workspace was downgraded to Free, not from your last login.
Your account owns workspaces where other users hold active purchased template licences	Suspension and deletion still occur on the normal schedule, but maps other users have purchased are archived (re-homed to a frozen, ownerless workspace that keeps your name with an "Archived" badge) instead of deleted, so buyers keep access. Your personal account and profile data are removed.

4. The dormancy timeline

All timeframes are measured from your account's last authenticated sign-in or API activity.

Elapsed time	What happens
~3 months	We may send a warning email to your registered address. Where notice is given you typically have around 30 days to sign in before suspension - but notice and timing are not guaranteed.
3 months + 30 days	Account suspended. Your login is disabled. All workspaces you own become inaccessible - you and all their members cannot access them. Public maps and template listings from your workspaces are unlisted from the gallery. A suspension confirmation email may be sent with reactivation instructions.
3 months + 60 days	Permanently deleted. 30 days after suspension, your account, workspaces, maps, and data are permanently and irrecoverably deleted - a final-warning email is sent ~7 days before. Maps other people have purchased are kept (archived under a frozen workspace that retains your name with an "Archived" badge), so buyers aren't affected. Reactivate before then via chat support.

Reactivating a suspended account is done through chat support (the chat bubble is available on every public page, even while you're signed out). Because the account is banned at the authentication level, signing in directly will not work - we lift the suspension manually after confirming the account with you in the conversation. We aim to respond within 1 business day. All your workspaces and data are fully restored on reactivation.

Permanent deletion. A suspended dormant account is permanently deleted 30 days after suspension (around 5 months after your last sign-in), with a final-warning email sent roughly 7 days beforehand. You can reactivate at any time before deletion through chat support, and you can request immediate deletion at any point. Explicit deletion from account settings is always available regardless of dormancy status.

5. Effect on workspaces you own

When your account is suspended:

All workspaces you own become inaccessible - you cannot manage them, and all members of those workspaces lose access.
Each workspace's data (maps, nodes, edges, spend data) is preserved in a suspended state - nothing is deleted at this point.
Workspace plans remain as-is; no billing changes are made during the suspension window.
Public maps and for-sale template listings from your workspaces are unlisted for the duration.

If you request permanent deletion:

All workspaces you own are permanently deleted and all their maps, nodes, edges, and data are removed within 30 days.
Maps in those workspaces that have been purchased by other users are archived (not deleted) - buyers retain read access to the frozen version.
Stripe subscriptions on your owned workspaces are cancelled before deletion so you will not be billed again.
Stripe Customer records (used for subscription billing, stored per workspace) are removed from Stripe as part of workspace deletion.
Stripe Connect account (your personal seller payout account, if you set one up): this is linked to your individual account, not to any workspace. It is left intact - the Express account remains open on Stripe's side, and you can still log in at express.stripe.com with your Stripe credentials to withdraw any remaining balance, independently of Canopy. We recommend settling any outstanding balance before requesting deletion.

6. Effect on workspaces you are a member of (not owner)

Your account's dormancy has no effect on workspaces you are a member of but do not own. Those workspaces continue operating normally under their respective owners. If your account is permanently deleted, you are removed from those workspaces as a member.

7. Paid accounts

Active paid subscriptions are never treated as dormant. If your subscription lapses and a workspace is downgraded to Free after the 7-day grace period, the dormancy clock starts from the downgrade date. If you later reactivate the subscription, the clock resets.

8. Seller accounts with active marketplace listings

If workspaces you own have active or paused paid template listings when your account is suspended:

Listings are paused (buy CTA hidden) for the duration - not deleted.
Existing buyers are unaffected and retain their entitlements and read access to the source maps.
Pending Stripe Connect payouts already scheduled will complete; you cannot initiate new payouts while suspended.
On reactivation, listings restore automatically if the workspace is on Pro; listings remain paused if the workspace is on Free until you re-upgrade.
If the account reaches permanent deletion, all sold maps are archived before deletion - buyers keep access to the frozen version.

9. Impact on workspace members

When an account's dormancy causes the owned workspace to become inaccessible:

Members cannot transfer ownership or access workspace data while the Owner's account is suspended.
Members who attempt to access the workspace will see it as unavailable. We do not currently send automatic notifications to members when an owner's account is suspended for dormancy.
If the Owner's account reaches permanent deletion, email hello@8starlabs.com - we handle orphaned Pro workspace ownership on a case-by-case basis.

10. Rejoining after suspension or deletion

Rejoining while suspended is done through chat support - see §4 above. Once we lift the suspension, all your workspaces and data are fully restored. No re-onboarding required.

Rejoining after permanent deletion (explicit deletion only, not automatic):

Register a new account with any email, including your previous one.
Your previous workspaces, maps, and data cannot be recovered.
Stripe Connect (seller payouts): your Stripe Connect account is personal and was not deleted - it remains yours on Stripe's side. When you re-upgrade to Pro and visit the payout settings, you will go through Connect onboarding again. Stripe will likely recognise your identity (email or tax ID) and let you re-link the same Express account, but this depends entirely on Stripe's flow - Canopy has no record of the previous link and cannot force the match.
Purchases: any template entitlements you held as a buyer are gone with the deleted account. You would need to repurchase templates you want access to again.

11. Data, exports, and handle release

We generally try to send a warning notice and allow time to sign in before suspending a dormant account, but we do not guarantee any advance notice or minimum period, and suspension may occur without it. Suspended dormant accounts are permanently deleted 30 days after suspension (a final-warning email is sent first); reactivate before then by emailing us. You can export your maps at any time (PNG, Markdown, CLAUDE.md, AGENTS.md) from the editor while your account is active - see Export formats. Once an account is permanently deleted, its data cannot be recovered.

Upon permanent deletion, your account's workspace handles (public URL slugs) and your registered email address are released and may be claimed by new users.

12. Notification delivery

All notices are sent to your registered account email address. We are not responsible for notices filtered to spam, bounced, or undelivered due to an invalid or inaccessible email address. Keep your registered email current.

13. Changes to this policy

We may update this policy at any time, at our sole discretion. Changes take effect immediately when we post the revised policy, indicated by the Last updated date at the top - no advance notice is required. We may, but are not obliged to, additionally notify you of material changes by email or in-app notice. Your continued use of Canopy after an update constitutes acceptance; please review this page periodically.

14. Questions

Received a dormancy notice you think is incorrect, or concerned about an account? Email hello@8starlabs.com or visit support.