Learn how to request account deletion and understand your data rights under GDPR and privacy regulations.
Your Data Rights
Under GDPR and other privacy laws, you have the right to request deletion of your personal data. This is also known as the "right to be forgotten" or "right of erasure."
What Rights You Have
- Right to deletion: Request removal of your personal data
- Right to data export: Download all your data before deletion
- Right to rectification: Correct inaccurate personal data
- Right to restriction: Limit how your data is processed
- Right to portability: Transfer data to another service
Before You Delete Your Account
Important Considerations
- Irreversible process: Account deletion cannot be undone
- Data loss: All customers, jobs, and invoices will be deleted
- Team impact: All team members will lose access
- Business continuity: Consider how this affects ongoing work
- Financial records: May need to export for tax/accounting
Export Your Data First
Before deleting your account, download all your important data:
- Go to Settings → Data Export
- Select what data to export (customers, jobs, invoices, etc.)
- Choose export format (CSV, PDF, or both)
- Click "Request Export"
- Download the files when ready (usually within 24 hours)
Account Deletion Process
30-Day Soft Delete Period
When you request account deletion, your account enters a 30-day "soft delete" period. During this time:
- Account disabled: You and your team cannot log in
- Data preserved: All data is kept but hidden
- Recovery possible: You can restore your account
- Notifications sent: Regular reminders about permanent deletion
Requesting Account Deletion
- Log into your Toolfy account
- Go to Settings → Account → Delete Account
- Read the warnings and consequences
- Enter your password to confirm
- Type "DELETE" to confirm you understand
- Click "Request Account Deletion"
What Gets Deleted
Personal Data Removed
- Account information: Email, name, phone number
- Customer data: Names, addresses, contact details
- Job details: Job descriptions, notes, photos
- Invoice data: Customer invoices and payment info
- Team member data: Names, emails, roles
- Communication logs: Email and SMS history
Data That May Be Retained
Some data may be kept for legal or business reasons:
- Financial records: For tax and accounting compliance (7 years)
- Payment disputes: Chargeback and dispute records
- Legal obligations: Data required by law
- Aggregated analytics: Anonymized usage statistics
Recovery During Soft Delete
How to Recover Your Account
If you change your mind during the 30-day period:
- Go to the Toolfy login page
- Try to log in with your usual credentials
- You'll see a "Account Scheduled for Deletion" message
- Click "Restore My Account"
- Confirm you want to cancel the deletion
- Your account will be reactivated immediately
What Gets Restored
- Full restoration: All data returned exactly as before
- Team access: All team members can log in again
- Integrations: Stripe, email, SMS connections restored
- Subscriptions: Billing resumes from where it left off
Permanent Deletion
After 30 Days
If you don't restore your account within 30 days:
- Permanent deletion: All data permanently removed
- No recovery: Account cannot be restored
- Clean slate: You could sign up again with new account
- Confirmation email: Final deletion notification sent
Technical Deletion Process
- Database removal: All records deleted from primary database
- Backup cleanup: Data removed from backup systems
- File deletion: Photos and documents permanently deleted
- Third-party cleanup: Data removed from integrated services
Team Account Considerations
Who Can Delete Team Accounts
- Account owner only: Only the business owner can request deletion
- Team member requests: Individual team members can request their own data deletion
- Admin oversight: Account admins can manage team member requests
Team Member Data Deletion
Individual team members can request deletion of their personal data:
- Team member goes to Settings → Privacy → Request Data Deletion
- Account owner gets notification of the request
- Owner can approve or discuss alternatives
- If approved, team member data is deleted within 30 days
- Work history may be anonymized rather than deleted
Business Closure vs Account Deletion
Business Closure
If you're closing your business but want to keep data for records:
- Deactivate subscription: Stop paying but keep data
- Export everything: Download all data for records
- Archive account: Request account archival instead of deletion
- Read-only access: View data but can't create new items
Switching Providers
If moving to another service:
- Export data: Download all data in portable formats
- Test migration: Ensure data imports correctly
- Overlap period: Run both services briefly
- Then delete: Delete Toolfy account once migration complete
Legal and Compliance
GDPR Compliance
- 30-day response: We respond to deletion requests within 30 days
- Proof of identity: We may need to verify your identity
- Legitimate interests: Some data may be retained for legal reasons
- Third parties: We notify relevant third parties of deletion
Data Processing Lawfulness
We may retain some data based on:
- Legal obligation: Tax records, financial compliance
- Legitimate interests: Fraud prevention, security
- Contract fulfillment: Completing ongoing obligations
- Vital interests: Protecting health and safety
Alternatives to Account Deletion
Account Deactivation
- Temporary pause: Stop using without deleting data
- Cancel subscription: Stop payments, keep data
- Reactivate later: Resume when ready
- Good for: Seasonal businesses, temporary closure
Data Minimization
- Delete specific data: Remove customers or jobs individually
- Anonymize records: Remove personal identifiers
- Archive old data: Move old records to separate archive
- Selective cleanup: Keep essential, delete unnecessary
Contact and Support
Getting Help
Before requesting deletion, consider:
- Live chat support: Discuss your specific situation
- Account alternatives: We may suggest better options
- Data export help: Assistance with getting your data out
- Migration support: Help switching to other tools
Privacy Officer Contact
For data protection questions:
- Email: privacy@toolfy.io
- Response time: Within 72 hours
- Subject line: "GDPR Data Deletion Request"
- Include: Account email and specific request details
Frequently Asked Questions
Can I delete just some of my data?
Yes, you can delete specific customers, jobs, or invoices individually without deleting your entire account. Go to the specific item and look for delete options.
What happens to my customers' data?
Customer data is deleted as part of the account deletion process. However, if customers have ongoing relationships with your business outside Toolfy, you should inform them about the data deletion.
Can I get my data back after permanent deletion?
No, once permanent deletion occurs after the 30-day period, data cannot be recovered. This is why the soft delete period exists - to give you time to change your mind.
Do I need to pay during the soft delete period?
No, billing is paused during the 30-day soft delete period. If you restore your account, billing will resume from where it left off.
⚠️ Important: Account deletion is permanent after 30 days and cannot be undone. Make sure to export all important data before requesting deletion.