Export your data, or have it deleted
1. Export everything
Owners, admins and people whose own role has Export everything switched on can take a full copy of the workspace out at any time.
- Open the account menu, choose Administration, then Data and import.
- Under Export everything, press Export everything. You may be asked to sign in again.
- You can leave the page while the export is prepared. When it is ready, press Download.
The download link works for 7 days. To get a fresh copy later, press Make a new export.
2. What is in the export
One ZIP of spreadsheet (CSV) files: deals, people, organizations, leads, activities, notes, custom fields, pipelines, automations and email details. You can load its people, organizations and deals back in with Import from a file; tick This file was exported from PetalCRM in step 1 so values that start with +, - or = come back as they were.
Email text is not included. You get who wrote to whom, when, and the subject.
An export over 50 MB stops. Write to support from Help and we will help you get your data out.
3. How long email text is kept
Whether the full text of emails is kept, and for how long, is set by an owner or admin in Administration, then What is kept. Press Stop keeping email text to stop: new emails are then logged with sender, date and subject, but not their text. A shorter period can make kept text due for deletion, and the page shows how much before you confirm.
4. Delete one record
Archiving takes a deal, person or organization out of the lists without deleting it: press Archive deal on a deal, or Archive on a person's or organization's page. There is no button to delete a deal or an organization permanently. A person can be erased on their request.
5. Erase a person on their request
When someone asks you to forget them, the workspace owner opens their contact page and presses Erase this person. Nobody else sees the button. It shows what is erased (every message they were on, their details and the values the change history kept about them, their place on deals, leads, activities, links, imports and sequences, their buyer details on quotes, AI suggestions naming them, and any report question or assistant chat, anyone's, that names them) and what is kept (a one-way key of their email addresses, never the addresses, for as long as your workspace exists, so mail from them is not captured again while mail they are copied on is kept without them; you can turn this off before you erase, or lift it later. Also kept: an empty marker with the same identifier, and backups until they expire, which are used only to recover from a failure and are erased again on restore). It does not delete mail in your team's own Gmail or Outlook mailboxes, copies other people hold, files already downloaded from an export, a copy where they were only BCC'd, their words inside a forwarded message kept whole, or anything under a legal hold, which is kept until the hold ends. When notes or other texts people wrote still mention them, it says how many, so you can edit those first. If a name or address saved on the contact is too long, or there are too many, to search for text that mentions them, the erasure is refused and nothing is changed: shorten the unusually long names or addresses on the contact and try again. Press Erase permanently to apply. It cannot be undone. You may be asked to sign in again first. To erase only their mail and keep the contact, or to forget someone who is not a contact, forget their email address.
6. Delete your workspace
The workspace owner can delete the workspace from its settings:
- Open the account menu, choose Administration, then General under Workspace.
- Under Delete this workspace, press Delete workspace….
- Read what happens, type the workspace name exactly as it is shown, and press Delete workspace. You may be asked to sign in again first.
Only the owner sees the button working; an admin sees it greyed out with the reason. If the workspace has a paid plan running, cancel the plan in Billing first.
From that moment nobody else can sign in, every API key stops working, and every connected mailbox is disconnected. We email you a confirmation with the date the data is erased.
For 60 days you can still sign in. The page you see then lets you export everything and press Undo deletion, which lets everyone sign in again and makes API keys work again; each person reconnects their own mailbox. On day 60 we erase the workspace and all its data, automatically, unless a law requires us to keep something, which we name. That cannot be undone. Backups keep deleted data until they expire, only to recover from a failure, and a restore deletes it again.
If you are the only owner and delete your own account, the workspace is deleted with it. Until the erasure date in the confirmation email, sign in with the same email address and choose "Restore your deleted workspace" to export everything or undo the deletion. On that date both are erased.
A closing arranged with support in writing is not undone from that page: write to support to change it. We send no message when the erasure is done. If you want a written confirmation, ask support at any time afterwards and we reply with the date it was erased.
7. Write to support
Press Help in the sidebar, which is on every screen, and ask the assistant first; if it cannot help, press Send this to support (get help). You can also choose Write to support from the account menu, which shows your name. Write a subject and message; the form shows which facts about your workspace go with it, and you can untick any. A person reads every message and replies by email to your sign-in address. We aim to answer as soon as possible, and within 7 business days at most (Sunday to Thursday, Israel time).
8. Download your own data
Anyone in a workspace, whatever their role, can download a file of what we hold about them.
- Open the account menu and choose Settings.
- Under Download my data, press Download my data. You may be asked to sign in again first. Your browser saves the file.
The file holds your account, your teams, how you sign in, your sessions, your API keys, your security log, the permissions given to you, the assistant conversations we kept for review, the feature requests you sent and the requests and ratings your connected AI tools sent in your name, your notification choices, your menu order, first screen and shortcuts, and your connected mailboxes and calendars. It is a JSON file, which any text editor can open. Each download is recorded in your security log.
Deals, people, notes and email belong to your workspace, so they are not in it. A workspace owner, an admin or a person whose own role has Export everything switched on can export everything.
9. Give a contact a copy of their data
When a contact asks for a copy of the data your workspace holds about them, an owner or admin answers their data request from the contact's page. They see every item before it goes in the copy, can leave an item out with a reason, and download one file to send to the contact.
10. Forget an email address
When someone asks you to forget them, the workspace owner can erase what the workspace holds from their email address, whether or not they are a contact. Nobody else sees this page.
- Open the account menu, choose Administration, then Forget an email address. From a contact's page you can also press Forget their correspondence, under Erase this person, which opens the same page with that contact chosen and keeps the contact record.
- Type their address and press List what would be erased. Nothing is erased yet. The page lists every message the erasure would take, newest first, and counts how many they sent, were sent and were copied on, and the quoted sentences, meetings and tasks that go with them. If the address belongs to a contact here, the page lists the contact instead, because a contact reaches every address their mail was filed under.
- Answer whether they also asked for a copy of their data. If they did, press Download a copy to review first: Erase stays off until you have. The download is a draft for you to check before you send it on, because it can hold other people's words.
- Leave Stop capturing future mail from this address ticked unless they asked otherwise. Mail from them is then not captured again, while mail they are copied on is kept without them. We keep only a one-way key, never the address, for as long as your workspace exists. You can lift it later.
- Press Erase…, read what will happen, and press Erase permanently. It cannot be undone. You may be asked to sign in again first.
The receipt that follows counts what was erased and says what an erasure by address does not reach: mentions of them by name, a copy where they were only BCC'd, notes typed by hand, their words inside a forwarded message kept whole, your team's own Gmail or Outlook mailboxes, and files already downloaded, including the copy you downloaded here. It names no address and no person, so you can keep it with the request.
11. Capture a forgotten address again
If a person you forgot asks to be captured again, or an address was forgotten by mistake, the owner can start capturing its mail again. Nothing that was erased comes back.
- Open the account menu, choose Administration, then Forget an email address.
- Under Capture an address again, type the address, choose They asked to be captured again or For our own reason, and give your reason if it is yours.
- Press Capture mail from this address again.
The lift is recorded, with who, when and why, and cannot be undone. Forgetting the address again keeps a new key. Our assistant and AI agents cannot forget or lift an address.
12. See who exported your data
Owners and admins can see when a workspace export or a contact's data copy was asked for, previewed or downloaded, and by whom.
- Open the account menu, choose Administration, then Data and import.
- Under Security log, read the list, newest first. Press Show older events for more.
The log shows who did it, what kind of act it was and when. It holds no contact names, file names or content. Our assistant and AI agents cannot read it.