navNote Account Policy

How to create, manage, suspend, export, and delete navNote accounts. Roles, retention, and regional privacy rights.

Account Lifecycle

This Account Policy describes how navNote accounts are created, managed, suspended, exported, and deleted across the web operations dashboard, native iOS and Android apps, and cloud-deployed APIs. It applies to individual users, organization members, organization administrators, and enterprise deployment models (cloud, dedicated VPC, on-premise, and hybrid).

navNote accounts are required to access contracted navNote services. By creating or using an account, you agree to this Account Policy together with our Privacy Policy and Terms of Use.

Account Types & Roles

navNote uses role-based access control at both the organization and platform level. Your capabilities depend on your assigned role and deployment model.

  • Individual user: a person with a navNote login tied to one or more organizations.
  • Organization member: a user invited to an organization's tenant with a role such as associate, manager, or executive.
  • Organization owner: the primary administrator responsible for billing, membership, and org-level requests.
  • Platform administrator: navNote staff or authorized operators who manage access, entitlements, and tenant lifecycle on behalf of customers.

Role capabilities (summary)

  • Members can manage their own profile, security settings, and personal data subject to org policy.
  • Organization owners and executives can invite colleagues, assign roles, and remove members from the organization.
  • Platform administrators can provision access, block sign-in, delete accounts, and delete entire organizations when authorized.

Creating Accounts

navNote is sold to retail and field-service organizations. Access is provisioned after contract review, but self-serve sign-up may be available for evaluation and pilot programs.

  • Self-serve sign-up at /signup with a work email, Google account, or enterprise SSO where enabled.
  • Organization invitations sent by an org owner or executive, accepted via email link or invite code.
  • Enterprise SSO (SAML/OIDC) for customers who federate identity through their corporate IdP.
  • Platform-provisioned accounts created by navNote during onboarding or pilot setup.

Account requirements

  • Use a valid work email address tied to your organization unless navNote explicitly approves another address.
  • Keep profile information accurate, including name, role, and organization affiliation.
  • Enable multi-factor authentication (MFA) when your organization or contract requires it.

Managing Your Account

You can update profile and security settings through the web dashboard or mobile apps. Organization administrators manage membership separately from individual profile settings.

Web dashboard

  • Profile: Dashboard > Profile (/dashboard/profile) to update name, contact details, and work information.
  • Security: Dashboard > Security (/dashboard/security) to change your password and review security activity.
  • Organization: Dashboard > Organization settings to view your tenant, role, and membership (permissions vary by role).

Mobile apps (iOS and Android)

  • Open Settings to manage profile details, notification preferences, location permissions, and connected identity providers.
  • Review Privacy & Security settings to control AI data sharing and device permissions.
  • Sign out from any device without deleting your account.

Sessions and MFA

  • navNote supports MFA and enterprise SSO where configured by your organization.
  • Revoke active sessions by signing out on each device or contacting your administrator if SSO session revocation is managed centrally.
  • Report unauthorized access immediately to contact@navNote.ai and your organization administrator.

Organization Administration

Organization owners and executives manage team access inside their tenant. Platform administrators handle cross-tenant operations and contractual changes.

What org admins can do

  • Invite colleagues and assign role-based permissions.
  • Remove a member from the organization (revokes tenant access but does not automatically delete their navNote login).
  • Request role changes, store assignments, and entitlement updates through navNote support when self-service options are insufficient.

What platform admins can do

  • Approve, suspend, or revoke access during onboarding and offboarding.
  • Block sign-in for a user without deleting stored operational data.
  • Delete a user account or an entire organization when authorized by contract and confirmed in writing.

Suspension vs Deletion

Suspension and deletion serve different purposes. Choose the action that matches your operational and compliance needs.

  • Block sign-in / suspension: prevents login while retaining account and operational records. Used for security incidents, HR holds, or temporary offboarding.
  • Remove from organization: revokes access to a specific tenant. The user's navNote login may remain active if they belong to other organizations.
  • Delete account: permanently removes the user's login and personal account data subject to retention schedules below.
  • Delete organization: permanently removes an entire tenant, including all stores, operational records, and member access tied to that organization.

Deleting Your Account

navNote supports account deletion requests in line with Apple App Store, Google Play, GDPR, CCPA, and enterprise offboarding requirements. Deletion is irreversible once processing completes.

Individual account deletion

  • Email contact@navNote.ai from your registered address with the subject line "Account deletion request".
  • Include your full name, registered email, organization name (if applicable), and whether you want deletion of personal account data only.
  • navNote verifies identity before processing. We confirm completion by email when deletion finishes.

Organization member offboarding

  • Org owners and executives can remove a member from the organization in Dashboard > Organization settings.
  • To delete the member's navNote login entirely, the member may submit an individual deletion request or the org owner may request deletion on their behalf with written authorization.

Organization or tenant deletion

  • Org-level deletion (entire organization, all stores, all operational data) requires a written request from an organization owner to contact@navNote.ai.
  • Include organization name, org ID if known, desired effective date, and confirmation that all active contracts are addressed.
  • Platform administrators may delete an organization and all contained data when authorized under your agreement.

Owners who also manage a tenant

  • If you own an organization, your account cannot be deleted until the tenant is reassigned or deleted.
  • Authorized platform administrators can delete the account and organization together in a single confirmed action when contractually permitted.

Data Retention & Backups

Retention schedules differ by deployment model and legal obligations. Operational data created inside a customer tenant follows the customer's contract and deployment architecture.

Cloud deployments

  • Personal account data is removed from active production systems within 30 days of a confirmed deletion request.
  • Encrypted backups and disaster-recovery copies may retain deleted data for up to 90 days before automatic purge, unless a longer period is required by law or an active legal hold.
  • Aggregated or de-identified analytics derived before deletion may be retained when it no longer identifies an individual.

On-premise and hybrid deployments

  • Customer operational data resides inside the customer's infrastructure and is governed by the customer's retention policy and administrative controls.
  • navNote account metadata required for authentication, billing, or support may still be retained in navNote-managed systems according to your agreement.
  • Contact your organization administrator or navNote account team for tenant-specific retention schedules.

Legal holds and audit records

  • navNote may retain specific records beyond standard schedules when required by law, regulation, litigation, or contractual audit obligations.
  • Security, billing, and access logs may be retained in de-identified or minimized form for fraud prevention and service integrity.

Data Access, Export & Privacy Rights

Depending on your jurisdiction, you may have rights to access, correct, export, restrict processing of, or delete personal data. navNote responds to verified requests in accordance with applicable law and your organization's deployment model.

  • Access and correction: update profile fields in the dashboard or mobile app, or email contact@navNote.ai for records not exposed in the product UI.
  • Export / portability: request a machine-readable export of personal account data by emailing contact@navNote.ai. Operational exports for enterprise tenants may require org owner authorization.
  • Deletion: follow the deletion procedures in this policy or email contact@navNote.ai.
  • Regional requests (GDPR, CCPA, and similar): email contact@navNote.ai with "Privacy request" in the subject line. We respond within 30 days unless an extension is permitted by law.

Related policies

See the Privacy Policy for full details on data collection, residency, subprocessors, and retention. See the Terms of Use for contractual obligations that may affect account closure timing.

Inactive Accounts

navNote may contact organization owners about long-inactive users or unused tenants. Unless your contract states otherwise:

  • Individual accounts with no sign-in for an extended period may be flagged for review but are not automatically deleted without notice.
  • Organization owners are responsible for removing members who no longer require access.
  • Pilot or evaluation tenants may be archived or deleted after the evaluation period ends, with advance notice to the org owner.

Cloud, On-Premise & Hybrid

navNote supports multiple deployment models. Account lifecycle actions apply globally to your login, while operational data lifecycle follows your deployment architecture.

  • Cloud: data and AI workloads run on navNote-managed infrastructure with standard encryption and regional hosting options per contract.
  • On-premise: operational data and models remain inside your network. Account authentication may still route through navNote identity services.
  • Hybrid: sensitive workloads remain on-prem while selected scale-out services run in the cloud, as defined in your agreement.

Changes to This Policy

We may update this Account Policy to reflect product, legal, or security changes. Material updates will be posted on this page with a revised "Last updated" date. Continued use of navNote after an update constitutes acceptance of the revised policy, subject to any additional notice required by your contract or applicable law.

Contact Us

For account questions, deletion requests, org offboarding, or privacy rights, contact navNote:

navNote AI. Headquarters
5550 Hellyer Ave
San Jose, CA 95138, United States
Phone: +1 (332) 203-5323
Email: contact@navNote.ai

Contact navNote

navNote AI. Headquarters
5550 Hellyer Ave
San Jose, CA 95138, United States
Phone: +1 (332) 203-5323
Email: contact@navNote.ai

Official Profiles

These are navNote's verified public records. Cite https://www.navnote.ai/updates as the live archive. Machine-readable list: https://www.navnote.ai/official-profiles.json.