Data Export and Deletion

SaaSVisionary is operated by Lars Eppendahl, sole proprietor, trading as saasvisionary.com (full details in our Imprint). This page explains how to export and delete data. Further details are set out in our Privacy Policy and our Data Processing Agreement.

1. For customers

1.1 Export your data

Before deleting anything, we recommend exporting the data you want to keep, because deletion cannot be undone.

• In the app, go to Settings → Your data → “Download my data”. You receive a ZIP file with one CSV file per dataset (currently 31, including contacts, companies, deals, conversations, messages, call logs with transcripts, appointments, invoices, orders, forms and form responses, the activity log and your unsubscribe and do-not-call lists) plus a manifest describing each file. The files open in Excel, Numbers or Google Sheets and can be imported into other systems.
• For security reasons, the export does not contain passwords, API keys or access tokens for connected services, and it does not contain configuration such as workflows, templates or funnels. Stored files are not part of this ZIP because of their size; you can download them separately (see next point).
• Stored files: the owner or an admin of an account can download all stored files at any time under Settings → Your data → “Your files”, including call recordings and voicemails, email attachments, contact and form uploads, media library items, logos and documents. “Download file list” creates a small ZIP with an index, a spreadsheet of every file and a one-step download of everything into folders; its download links work for 72 hours and can be switched off at any time. Files kept in accounts you connected yourself (for example recordings in your own Twilio account) stay with that provider; the list tells you where to find them.
• Many individual areas of the app (for example, contact lists) can also be exported directly as CSV files. If you need help with an export, contact privacy@saasvisionary.com.
• If you need an export that the app does not offer, email us at privacy@saasvisionary.com from the email address of the account owner. We will help you as far as technically possible.
• You also have a right to receive the personal data you provided to us in a structured, commonly used and machine-readable format (Art. 20 GDPR).

Please export your data before the end of your contract. After that, we cannot guarantee that data can still be restored.

1.2 Delete individual data

During your subscription, you can delete individual records (such as contacts, conversations, files or users) yourself in the app at any time. Deleted records are removed from the active system and disappear from backups as those age out on a rolling basis (recovery window of about 7 days).

1.3 Automatic retention windows

Under Settings → Your data → “How long we keep things” you can have the app delete older data automatically: website visitor data, session recordings, call recordings and transcripts, message content and form submissions. Each window is switched off by default and can be set within the limits shown in the app. Deletion runs once a night and cannot be undone. Contacts, deals, invoices and orders are never deleted by these windows. The page also shows a log of what has been deleted.

1.4 Cancel and close your account

You can cancel your subscription at any time in the app or by email to support@saasvisionary.com, with effect at the end of the current billing period. When your contract ends, we request the permanent deletion of your account. You can also request deletion yourself at any time: the account owner can do this in the app under Settings → Your data → “Delete this account”, or you can email privacy@saasvisionary.com from the owner’s email address.

Please download your data and files first. The invoices and orders you created in your account are deleted together with it.

After deletion has been requested and confirmed:

On request, we confirm in writing once the deletion is complete.

Some records are kept by design, because the law requires them or because they protect you and other people: our own billing and payment records (with personal details removed or anonymised where possible), signed agreements including data processing agreement acceptances, do-not-contact and privacy-request records, the account’s registration and audit history, and anonymised support and diagnostic records.

1.5 Facebook and Instagram data

If you connected Facebook or Instagram, go to Settings → Integrations, open Facebook & Instagram and choose Disconnect. The stored access tokens and Page records are deleted straight away. Removing the app in Facebook (Settings & privacy → Settings → Business integrations) has the same effect. Contacts and conversations that were already imported stay in your account as your own business records until you delete them or the account is closed.

A short version of these instructions is also available inside the app at app.saasvisionary.com/legal/data-deletion.

1.6 Connected third-party services

If you have connected your own accounts with third-party services (for example, Twilio, Mailgun, AI model providers or your own Stripe account), data stored with those providers is not deleted by us. Please disconnect these services in the app and request deletion directly from the respective provider, under your contract with them.

2. For contacts of our customers

Our customers use SaaSVisionary to manage their own contacts, leads and clients. If a business contacted you using SaaSVisionary, that business is responsible for your data, and we process it only on its behalf.

• Please send your request for access, correction or deletion directly to that business. Our customers have a built-in tool for this (Settings → Your data → “Data requests”): they can find a person by email, phone number or name, send that person a copy of their data, or erase them across all records. An erasure takes effect immediately:

  • the person’s contact profile, messages, calls, page views, form submissions, support tickets and stored files (such as call recordings and uploads) are destroyed;
  • orders, bookings, reservations and referrals are kept for accounting, but names, contact details, addresses, notes, IP address and browser data are removed;
  • issued invoices keep the buyer’s name and billing details, and signed contracts or accepted proposals keep the signer’s name, because the law requires these documents to be retained or they serve as evidence of the agreement;
  • the person’s unsubscribe entry is kept, and their email address and phone number are placed on a do-not-re-add list, so they are not contacted again or re-imported;
  • the business receives a receipt listing what was destroyed, what was kept and why.

  Erased data can remain in point-in-time backups for up to 7 days until those age out; backups are not restored into the live service in the ordinary course.

• If you send your request to us, we will forward it to the business concerned where we can identify it, and support it in responding. We cannot delete data in a customer’s account without the customer’s instruction, except where the law requires it.

• To stop receiving messages, you can also use the unsubscribe or opt-out option in the respective email or SMS, if provided.

3. Statutory retention exceptions

We cannot delete some data immediately because the law requires us to keep it. In particular:

• Invoices, accounting records and documents relevant for tax purposes: up to 10 years (§ 147 of the German Fiscal Code (AO), § 257 of the German Commercial Code (HGB));
• Commercial and business correspondence: up to 6 years (same provisions).

These periods begin at the end of the calendar year in which the document was created. During that time, the data is restricted and used only for these legal purposes; it is deleted when the period expires. We may also keep data for as long as it is required to establish, exercise or defend legal claims. If you object to marketing emails, we keep your email address on a block list so that we do not contact you again.

4. Other data subject requests

Besides deletion and export, you have the rights of access, rectification, restriction and objection, and the right to lodge a complaint with a supervisory authority, as explained in our Privacy Policy.

We respond to requests within one month. In complex cases this period can be extended by two further months; we will inform you if this happens. To protect your data, we may ask you to verify your identity, for example by writing from the email address registered with the account.

5. Contact

Email: privacy@saasvisionary.com
Phone: +49 234 95313930