Contract management documentation

content/en/docs/deployment/general/contract-management.md

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+---
+title: "Contract Management"
+url: /developerportal/deploy/contract-management/
+weight: 20
+description: "Understand your Mendix subscription lifecycle, contract statuses, renewal timelines, and critical actions to ensure continuous service and prevent data loss."
+---
+
+## Introduction
+
+The Mendix Contract Management system ensures a seamless and predictable Mendix experience by keeping you fully informed of contract statuses and maintaining data portability throughout your Mendix subscription lifecycle.
+
+This document provides detailed information about the status of your Mendix application contracts, critical timelines, and the actions required to guarantee continuous access to your Mendix applications and services.
+
+## Mendix Subscription Lifecycle{#mendix-subscription-lifecycle}
+
+Your Mendix subscription is categorized into three main statuses: Active, Expiring, and Expired, based on your contract's expiry date.
+
+| Account Status | Timeline | Impact |
+|---------------|----------|--------------------|
+| **Active (Green)** | Until 30 days before contract expiry | Your account is fully active, with all services available and application runtimes functioning normally. This is the optimal state for uninterrupted Mendix usage. |
+| **Expiring (Orange)** | From 30 days before contract expiry until contract end date | All services continue to function normally. You receive email reminders, notifications, and banner alerts on Mendix Platform about your upcoming renewal. |
+| **Expired (Red)** | From the day after contract expiry up to 60 days | Your account and applications are downgraded to **Unlicensed** mode. You can manually restart apps, but they will automatically shut down after 2-4 hours and are limited to 6 concurrent users. Platform features are not disabled.|
+
+## Contract Timeline and Milestones{#contract-timeline-and-milestones}
+
+Mendix Platform provides proactive communication to simplify the renewal process. The following timeline outlines key milestones and required actions:
+
+### Before Contract Expiry{#before-contract-expiry}
+
+These milestones provide ample opportunity to discuss renewal options and take necessary steps to ensure contract continuity with no access or data loss.
+
+#### 90 Days Before Contract Expiry{#90-days-before-contract-expiry}
+
+* **Email notification** – You receive emails providing information about your upcoming contract renewal
+* **Action required** – Contact your (Partner) Account Team to discuss renewal options and next steps. Early engagement allows for a smoother process
+
+#### 30 Days Before Contract Expiry{#30-days-before-contract-expiry}
+
+* **Status change** – Your Mendix account transitions to Expiring (Orange) status
+* **Mendix Platform notifications** –  Mendix Platform users see renewal countdown banners 
+* **Email reminders** – You receive reminder emails if renewal requirements have not been met
+* **Administrator notifications** – Mendix Administrators and Technical Contacts receive offboarding reminders and data download instructions
+
+{{% alert color="info" %}}
+While Mendix services continue to function normally, this is the critical period to initiate renewal discussions.
+{{% /alert %}}
+
+#### 15 Days Before Contract Expiry{#15-days-before-contract-expiry}
+
+* **Impact warning emails** – You receive automated emails detailing the consequences of non-renewal
+* **Tailored instructions** – Mendix Administrators and Technical Contacts receive offboarding instructions
+
+#### 7 Days Before Contract Expiry{#7-days-before-contract-expiry}
+
+* **Final impact emails** – You receive final detailed explanations about the impact of non-renewal
+* **Data offboarding instructions** – Administrators and Technical Contacts receive tailored instructions for offboarding application data
+
+{{% alert color="warning" %}}
+This is your final opportunity to renew your contract and avoid service disruption.
+{{% /alert %}}
+
+#### Pre-Expiry Timeline Summary{#pre-expiry-timeline-summary}
+
+| **Days Before Expiry** | **Key Actions** | **Status** |
+|------------------------|-----------------|------------|
+| **90 days** | Contact Account Team for renewal | Active |
+| **30 days** | Finalize renewal discussions | Expiring |
+| **15 days** | Download data if not renewing | Expiring |
+| **7 days** | Last chance to renew | Expiring |
+
+### Post Contract Expiry{#post-contract-expiry}
+
+If your contract is not renewed by the expiry date, your account transitions to Expired status with the following consequences:
+
+#### 1 Day After Contract Expiry{#1-day-after-contract-expiry}
+
+* **Mendix Platform banner** – All Mendix Platform users see a banner clearly stating that the contract has expired
+* **Restricted access** –  Account access is downgraded and apps are transitioned to **Unlicensed** mode
+* **Deployment restrictions** – Application data is available for download for the next 60 days
+
+#### 60 Days After Contract Expiry{#60-days-after-contract-expiry}
+
+Your Mendix Cloud application data is permanently deleted.
+
+{{% alert color="warning" %}}
+Application data deletion is irreversible. Make sure to download all necessary application data before this deadline if you do not intend to renew your contract.
+{{% /alert %}}
+
+#### Post-Expiry Timeline Summary{#post-expiry-timeline-summary}
+
+| **Days After Expiry** | **Key Actions** | **Status** |
+|------------------------|-----------------|------------|
+| **0 days (Expired)** | Contract expires | Expired |
+| **+1 day** | Limited access | Expired |
+| **+60 days** | Data permanently deleted | Expired |
+
+## Steps to Guarantee Continuous Service{#steps-to-guarantee-continuous-service}
+
+To prevent any disruptions to your Mendix services and avoid data loss, follow these essential steps:
+
+* **Engage your account team early** – Proactively contact your (Partner) Account Team to discuss renewal options and finalize agreements well in advance of your contract expiry date
+* **Complete the contract renewal process** – Ensure that the renewal process is fully completed and confirmed before your current contract expires
+* **Review and upgrade regularly** – Review Mendix Terms regularly and plan your upgrade annually to remain aligned with End-of-Life standards and benefit from the latest Mendix platform enhancements and security updates
+
+## Read More
+
+* [Licensing Apps](/developerportal/deploy/licensing-apps-outside-mxcloud/)