Version 2026-10-28-v1

Account and Data Deletion

Last updated: 28 October 2026

This page explains how HisaBooks deletes a user account, closes a company workspace, and how long records and backups are kept. To make or track a request, use the Data and Account Requests page.

Deletion is verified and staged. HisaBooks does not delete everything in one click. We check who is asking, help you export your data, settle billing, and keep the records the law requires, before anything is permanently deleted.

1. What can be requested

Request	Who typically submits it	Important note
Delete my individual user account	A user who wants their own login removed.	Your access stops first. Business records your company must keep, such as invoices or payroll, stay with the company.
Close and delete a company workspace	A company administrator or owner closing the whole workspace.	Closure happens in stages. We check your authority, help you export, settle billing, and keep the records the law requires before anything is permanently deleted.
Access or export my data	Anyone who wants a copy of their data, for example before deciding to delete.	An export does not delete anything. Company closure always offers one first.

2. Important deletion notes

Deleting your data and cancelling a paid subscription are separate. A deletion request does not cancel your subscription by itself.
Uninstalling the desktop or mobile app does not close your account or delete your workspace data.
Only a company administrator or owner can close a company workspace.
Accounting, tax, payroll, employment, billing, and security records may be kept for the periods the law requires, even after access has closed.

3. Deleting a user account

This applies when one person's login is removed without closing the whole company workspace.

We confirm it is you
We verify your identity. If your account belongs to a company workspace, we let that company's administrator know.
You can get a copy first
We offer you a copy of your account data before anything is deleted.
Your access stops
Your sign-in, active sessions, reset and invite links, and app notifications are switched off.
We delete what we do not need to keep
Your login profile is deleted or anonymised within 30 days. Records your company must keep by law stay with the company.
Backups expire
Deleted data can stay in our restricted backups for up to 35 days, until they are overwritten, unless a legal hold or disaster recovery needs them longer.
We confirm when it is done
We tell you what was deleted, what was kept and why, and when the backups expire.

4. Closing a company workspace

This applies when a company administrator or owner closes the whole workspace.

We confirm your authority
We check that you are an administrator or owner of the company.
You export your data
We help you take a full export of the workspace before it closes.
Billing is settled separately
Cancellation, refunds, unpaid invoices, and paid-through dates are handled under the Subscription Policy.
30 days to change your mind
After closure is approved, the workspace stays recoverable for 30 days.
Access is closed
All sign-ins, sessions, links, and app notifications for the workspace are switched off.
Workspace data is deleted
Within 90 days after those 30 days, we delete workspace content we do not need to keep. Invoices, tax, payroll, and accounting records are kept for the period the law requires, with access restricted.
Backups expire
Deleted data can stay in our restricted backups for up to 35 days, until they are overwritten, unless a legal hold or disaster recovery needs them longer.
We confirm when it is done
We tell you what was deleted, what was kept and why, and when the backups expire.

In short: 30 days to change your mind, then deletion within the next 90 days, except the records the law requires us or your company to keep.

5. How long records are kept

Record	How long	What happens
Your workspace data	While your workspace is active	Kept until you delete it or close the workspace.
Closed workspace grace window	30 days after closure is approved	Kept so the closure can be reversed and exports and billing can be finished.
Closed workspace deletion	Within 90 days after the grace window	Deleted, unless a legal hold or a legal duty requires us to keep it.
A deleted user's login	Within 30 days after deletion is approved	Access stops straight away; the login profile is then deleted or anonymised.
Invoices, quotes, payroll, tax, accounting, and employment records	At least 7 years from the end of the financial year, or longer where the law requires	Kept as business records even when a user is removed, with access restricted.
Issued documents	As long as the business record they belong to	An exact copy of each invoice or document as issued is kept with its record, so it can be reproduced.
Subscription, payment, refund, and policy-acceptance records	7 years after closure or the last transaction	Kept for tax, accounting, and disputes. HisaBooks never stores full card numbers.
Security and sign-in logs	2 years, then up to 5 more years in a restricted archive if needed	Used to investigate security issues and abuse.
Support and privacy requests	7 years after our final reply	Kept to show how each request was handled.
Sessions, reset links, invites, and notification tokens	Until they expire; old ones are removed within 30 days	Revoked when you sign out, reset your password, or your account is deleted.
Data on your own devices	Until you sign out, remove the account, or uninstall the app	Closing your account does not erase your devices. Remove saved accounts from them yourself.
Restricted backups	Up to 35 days, rolling, unless a legal hold applies	Deleted data is not restored from backups except to recover from a failure; if that happens, deletions are applied again.

So deletion can close access and remove everything we do not need, while still keeping the records that accounting, tax, payroll, employment, security, or other legal duties require.

6. Other services we use

Deletion also covers the services we use to run HisaBooks.

Service	What happens
Payments (Stripe)	Your subscription is cancelled or settled. Payment records are kept for tax and accounting; HisaBooks never stores full card numbers.
Email	We stop emailing your address and keep only the records needed for support and legal reasons.
Files and exports	Uploaded files, generated PDFs, and exports are deleted, unless they are business records that must be kept.
App notifications	Notification tokens for your devices are removed.
Backups	Backups normally expire within 35 days; a legal hold or disaster recovery can keep one longer. If one is ever restored, deletions are applied again.

7. How to submit or track a request

Use the Data and Account Requests page to submit a new request or track an existing request reference. For company closure, the requester must be a verified company administrator or owner.

If you need privacy help before submitting, email dpo@hisabooks.com. For broader privacy context, read the Privacy Policy. For subscription, cancellation, and paid-plan effects that are separate from deletion, read the Subscription Policy.