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SaaS Tracker legal document

Data Export and Deletion Procedure

Effective dateOctober 16, 2026

October 16 update: clarified the existing self-service deletion safeguard, subscription-renewal cancellation and withdrawal process. This clarification does not change subscription terms, waive accrued charges, or reduce applicable privacy rights or previously binding commitments.

September 11 update: clarified targeted application-backup deletion, restricted residual recovery copies, and restoration safeguards. Previously applicable customer commitments and legal rights are preserved.

This procedure explains how business customers, workspace owners and administrators, authorized users, and individuals may request an export, close an account or workspace, and request deletion of information from SaaS Tracker. It should be read with the Privacy Policy, Terms of Service, and any applicable data processing addendum or order form. SaaS Tracker may update this procedure from time to time by posting a revised version with a new effective date. If a signed order form or data processing addendum provides a different procedure for a customer’s data, that document controls to the extent of the conflict.

1. Roles and authority

A workspace owner or administrator may request an organization export. Authorized Users (meaning users who have been granted access to a customer’s workspace with assigned permissions) may request exports or deletion that are available to their role, but deletion of an entire workspace must be requested or confirmed by the workspace owner or another person SaaS Tracker reasonably verifies as authorized to bind the customer. An individual may request deletion of personal information subject to applicable privacy law, but may not delete Customer Content (meaning data, files, records, and other information uploaded to, created in, or generated within a customer’s workspace) or other business records controlled by a customer without that customer’s authorization. Authorized Agents (meaning individuals or entities legally authorized to act on behalf of another person under applicable law) may submit requests where permitted by law, subject to proof of authority.

2. Self-service organization export

  1. Sign in to the correct SaaS Tracker workspace.
  2. Open Organization or the administrative workspace area.
  3. Choose the available export option. Administrative or owner access is required.
  4. Select the available CSV inventory export, CSV evidence index, or ZIP structured workspace data package. Confirm that the ZIP contains only the structured workspace records identified in its manifest and does not include preserved source-document bodies. Process any request for preserved source-document bodies through the assisted-export procedure, including identity, workspace-authority, scope, exception, and legal-hold review.
  5. Download the file promptly, store it securely, and verify that it contains the records needed before making a deletion, subscription cancellation, or access-removal request. Self-service exports may contain structured records and snapshot references rather than every preserved binary source file, audit artifact, or system log. To request a broader export, follow Section 3. SaaS Tracker may omit or redact information that would compromise security, disclose another customer’s information, violate law or third-party rights, or reveal confidential operational details.

3. Assisted export request

  1. Email hello@saastracker.co from the authorized account address with the subject "Data Export Request." Do not include passwords, API credentials, full payment-card numbers, government identifiers, or unnecessary confidential or sensitive information in the request.
  2. Identify the legal organization name, workspace, requested scope, preferred structured format, date range if applicable, and whether preserved source files are requested.
  3. Complete reasonable identity and authority verification. SaaS Tracker may ask the workspace owner to confirm the request.
  4. SaaS Tracker will identify the export scope, secure delivery method, file-expiration period, and estimated timing. Large, legally sensitive, or technically complex exports may require staged files, narrower scoping, additional verification, additional time, or reasonable fees for extraordinary effort, unless prohibited by applicable law.
  5. Download the export before the stated expiration and confirm receipt. Exports may include account and membership records, monitored-source inventory, linked relationships, version and retrieval metadata, comparisons, change events, AI analyses, assignments, review status, audit records, and available preserved snapshots, subject to security, confidentiality, privilege, third-party rights, technical feasibility, and legal restrictions.

4. Workspace deletion request

  1. Export any records the customer wants to retain, then email hello@saastracker.co from an authorized account address with the subject "Workspace Deletion Request." Do not include passwords, API credentials, full payment-card numbers, government identifiers, or unnecessary confidential or sensitive information in the request.
  2. Provide the organization and workspace name, owner account email, scope of deletion, requested effective date, and any records or categories that should be excluded from deletion. For an assisted request, identify any subscription and confirm the requested billing disposition with support. Section 8 explains renewal cancellation for self-service workspace-deletion requests.
  3. Complete identity, ownership, and authority verification. We may require a second confirmation because deletion is irreversible.
  4. The requester must resolve unpaid charges, legal holds, active disputes, security investigations, required retention periods, or other restrictions that lawfully prevent immediate deletion. SaaS Tracker may delay or decline deletion until all such items are resolved.
  5. After confirmation, SaaS Tracker will disable access and ordinarily delete or de-identify covered active-service data within 30 days, unless a permitted retention exception applies or a different period is required by law or an applicable agreement.
  6. SaaS Tracker will use commercially reasonable efforts to send a completion confirmation to the verified requester when the active deletion process is complete. Completion confirmation applies to active-service data within the approved scope, is not a guarantee that every copy has been removed from all systems, and does not mean that backup copies have aged out or that retained exception records have been deleted.

5. Individual privacy deletion request

An individual may email hello@saastracker.co with the subject "Privacy Request" and provide the applicable right, jurisdiction, account email, organization, and information to be deleted. Do not include passwords, API credentials, full payment-card numbers, government identifiers, or unnecessary confidential or sensitive information in the request. We will verify identity and authority and determine whether SaaS Tracker or a customer controls the information. SaaS Tracker will respond within the timeframe required by applicable law, which may be extended where the law permits. If a customer is the controller or business for the information, we may forward the request or direct the individual to that customer and assist as required by contract and law.

6. What deletion ordinarily covers

  • Account profile and workspace membership information within the approved scope. This list is illustrative and not exhaustive; specific deletion scope will depend on the approved request and applicable retention exceptions.
  • Monitored sources, permanent workspace links, linked relationships, versions, snapshots, comparisons, change events, AI analyses, assignments, and review records.
  • Revocation of active API credentials and application access.
  • Operational records that are not required for a permitted retention purpose. Deletion of SaaS Tracker's copy does not delete a source document from its original publisher, delete information held independently by a customer or third party, remove information from another customer’s workspace, or recall emails already delivered to recipients.

7. Retention exceptions and backups

Backups are maintained for recovery, not as a customer archive. Deletion from active-service systems does not necessarily erase every recovery copy at the same time. Our workspace-deletion process includes targeted deletion of identifiable application backups. Residual copies in provider-managed recovery systems may remain until overwritten or deleted under the applicable retention schedule. Pending removal, these copies must remain restricted from ordinary use, and applicable deletion instructions must be addressed before recovered data returns to active service. SaaS Tracker may retain limited records longer when reasonably necessary for legal, tax, accounting, fraud-prevention, security, dispute, enforcement, or proof-of-deletion purposes. Retained records remain restricted to the applicable purpose and are deleted or de-identified when the need ends. These practices do not extend any deadline or reduce any right under applicable law or a binding agreement. This revision does not alter a retention commitment already applicable to an existing customer.

8. Effect on service and subscriptions

Deleting a workspace is irreversible after completion. Authorized users lose access; permanent workspace links stop resolving; monitoring, alerts, digests, assignments, and integrations stop; and preserved evidence in the approved scope is deleted or de-identified. SaaS Tracker shall not be liable for any loss or damage resulting from a deletion carried out at the requester’s direction. When an authorized owner submits a self-service workspace-deletion request, SaaS Tracker seeks confirmation that renewal of an applicable active subscription has been cancelled before opening the deletion safeguard. Cancellation ordinarily takes effect at the end of the current paid period. The request does not itself create a refund or waive amounts already due. If cancellation cannot be confirmed, SaaS Tracker records that failure and does not report renewal as stopped. Assisted requests require confirmation of the applicable billing disposition. If the owner withdraws a deletion request, and ST scheduled cancellation for that request and the subscription has not ended, ST asks Stripe to restore renewal and displays the result; withdrawing the request alone does not prove renewal was restored. Billing failures and deletion safeguards do not restart or extend applicable privacy-rights deadlines. The Terms of Service, applicable order form and purchase terms govern billing consequences.

9. Denials, limitations, and appeals

We may deny or limit a request when we cannot verify identity or authority, the request would impair another person's rights, records must be retained by law, an exception applies, or the request is manifestly unfounded or excessive where permitted. We will explain the basis to the extent permitted. Where applicable law provides an appeal right, reply with the subject "Privacy Appeal" and explain why the decision should be reconsidered.

10. Contact

SaaS Tracker LLC 30 N. Gould St., Ste R, Sheridan, WY 82801, United States Email: hello@saastracker.co Support is email-based. General support availability and target response times are described in the Support and Contact document.