Cocopipe Account Lifecycle Policy
Last Updated: 11/11/2025
This Account Lifecycle Policy describes how Cocopipe OÜ (“Cocopipe”, “we”, “our”, or “us”) manages user and organization accounts throughout their lifecycle — from creation and verification to suspension and deletion — in accordance with the Terms of Service, the Data Processing Addendum (DPA), and the Data Retention Policy.
This Policy applies to all registered Cocopipe App users, including administrators (“Admin Users”) and team members (“Seat Users”).
1. Account Creation
1.1 Registration
- Users may create a Cocopipe account by providing a valid email address and password.
- Cocopipe may request additional details such as company name or billing information depending on the selected plan.
1.2 Verification
Cocopipe may perform verification checks to confirm account ownership or authenticity, including:
- Email confirmation,
- Domain validation (for organizations), or
- Identity verification if required by law or in cases of suspected misuse.
Cocopipe reserves the right to refuse registration if the provided information is inaccurate, incomplete, or violates this Policy.
2. Account Roles and Ownership
2.1 Admin Account
Each organization account has one designated Admin User who holds primary ownership and management rights.
The Admin is responsible for:
- Managing billing, team members, and permissions,
- Ensuring compliance with Cocopipe’s Terms, and
- Responding to communications related to the account.
2.2 Transferring Admin Ownership
To transfer account ownership to another user:
- The current Admin must submit a written request from the registered email address to [email protected].
- Cocopipe will verify both the current and new Admin identities.
- Ownership transfer will be completed once verification is successful.
If the current Admin is unavailable (e.g., employment termination), Cocopipe may require additional verification such as domain or business documentation.
2.3 Team Members (Seat Users)
- Seat Users are invited by the Admin to join the organization’s Cocopipe workspace.
- They are granted limited access and must comply with all Cocopipe policies.
- Seat Users cannot transfer ownership or modify billing information.
3. Account Access and Security
Users must:
- Maintain the confidentiality of login credentials,
- Use strong passwords and enable security features,
- Promptly report unauthorized access or suspicious activity to [email protected].
Cocopipe may suspend or restrict access to protect accounts from suspected compromise, in accordance with the Suspension Policy.
4. Inactive Accounts
4.1 Identification of Inactivity
Accounts with no login or activity for six (6) consecutive months are classified as inactive.
4.2 Notifications
Cocopipe will send a reminder email to the registered address 30 days before an account is scheduled for suspension due to inactivity.
4.3 Suspension and Deletion
If no login occurs during the 30-day notice period:
- The account will be suspended, restricting access to data.
- If no activity occurs for an additional 30 days post-suspension,
all associated data will be permanently deleted in accordance with the Data Retention Policy.
5. Account Suspension and Termination
Accounts may be suspended or terminated for reasons including:
- Non-payment,
- Security or compliance risks,
- Violation of the Acceptable Use Policy (AUP),
- Breach of Terms of Service, or
- Legal obligations.
The full suspension procedure is defined in the Suspension Policy.
6. Account Reactivation
Suspended or inactive accounts may be reactivated upon:
- Resolution of the issue (e.g., payment, verification, compliance), and
- Identity confirmation by Cocopipe.
Reactivation may take up to five (5) business days and may include a reactivation fee. Cocopipe reserves the right to deny reactivation in cases of prior policy violations.
7. Account Deletion
7.1 Voluntary Deletion
Users may delete their account at any time via in-app settings or by submitting a request to [email protected].
Upon verification:
- Account data is deleted after 30 days,
- Backups and logs are purged after an additional 90 days (see Data Retention Policy).
7.2 Deletion Confirmation
Upon completion of deletion, Cocopipe can provide written confirmation upon request.
8. Account Recovery
If a user loses access to their registered email or domain:
- Cocopipe may verify ownership through alternative means, such as ID verification, domain proof, or company authorization letter.
- This process (“reasonable verification process”) ensures account recovery while maintaining security.
9. Data Portability
Users may export their data before deletion or termination.
Data exports are provided in a machine-readable format (CSV/JSON) within the 30-day retention window after deletion or termination.
10. Compliance and Record Keeping
Cocopipe maintains audit logs of key account lifecycle actions (creation, deletion, access changes) for compliance and troubleshooting.
Logs are retained for 12 months in accordance with the Data Retention Policy.
11. Updates to this Policy
Cocopipe may modify this Policy periodically to reflect operational or legal changes.
Material changes will be communicated via email or in-app notification before implementation.
The latest version is always available at https://cocopipe.com/account-lifecycle.
12. Contact
For account-related questions, deletions, or ownership transfers:
📧 [email protected]
📍 Registered address: [To be added – Tallinn, Estonia]