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User Data Deletion Instructions

Last updated: November 28, 2025

At ConvoSphere.ai, we respect your right to control your personal data. This page explains how you can delete your account and associated data from our platform. We comply with data protection regulations including GDPR, CCPA, and other applicable privacy laws.

What Data We Store

When you use ConvoSphere.ai, we collect and store the following types of data:

  • Account Information: Name, email address, password (encrypted), company name, user type, and subscription plan details
  • AI Agents & Configurations: Your chatbot configurations, training data, knowledge base content, system prompts, and agent settings
  • Conversation Data: Chat conversations between your agents and end users, message history, and conversation metadata
  • Analytics & Usage Data: Usage statistics, feature engagement, API calls, and performance metrics
  • Integration Data: Connected third-party services (Notion, CRM systems), OAuth tokens (encrypted), and webhook configurations
  • Billing Information: Payment method details (processed securely through Razorpay), subscription history, and invoices
  • Support & Communication: Support tickets, email communications, and feedback submissions
  • Training Files: Documents, PDFs, and files uploaded for agent training stored in AWS S3

How to Delete Your Account and Data

Method 1: Self-Service Account Deletion (Recommended)

The easiest way to delete your account and all associated data is through your account settings:

  1. Log in to your ConvoSphere.ai account at https://app.convosphere.site
  2. Navigate to Settings → Account
  3. Scroll to the "Delete Account" section
  4. Click "Delete My Account" button
  5. Confirm the deletion by entering your password or confirming via email
  6. Your account and all associated data will be permanently deleted within 30 days

⚠️ Important: Account deletion is permanent and cannot be undone. Make sure to export any data you want to keep before deleting your account.

Method 2: Request Deletion via Email

If you're unable to access your account or prefer to request deletion via email:

  1. Send an email to privacy@convosphere.site
  2. Include the following information:
    • Your registered email address
    • Full name associated with the account
    • Subject line: "Request for Account and Data Deletion"
    • Confirmation that you want to permanently delete your account
  3. We will verify your identity and process your request within 7 business days
  4. You'll receive a confirmation email once your data has been deleted

What Gets Deleted

When you delete your account, we will permanently remove:

  • ✅ Your user account and profile information
  • ✅ All AI agents and their configurations
  • ✅ All conversation history and chat logs
  • ✅ Training data and knowledge base content
  • ✅ Uploaded files and documents from AWS S3 storage
  • ✅ Integration connections and OAuth tokens
  • ✅ Analytics and usage data associated with your account
  • ✅ Support tickets and communication history

What May Be Retained (Legally Required)

In compliance with legal and regulatory requirements, we may retain certain data for limited periods:

  • Billing Records: Financial transaction records may be retained for up to 7 years as required by tax and accounting laws
  • Security Logs: Access logs and security audit trails may be retained for up to 2 years for fraud prevention and security purposes
  • Legal Compliance: Data may be retained if required by law, court order, or ongoing legal proceedings
  • Aggregated Analytics: Anonymized, aggregated data that cannot identify you may be retained for service improvement

All retained data is stored securely and used only for legally required purposes.

Data Deletion Timeline

  • Immediate: Your account is marked for deletion and you can no longer log in
  • Within 24 hours: Active sessions are terminated and API access is revoked
  • Within 7 days: Most user data is removed from active databases
  • Within 30 days: All data is permanently deleted from our systems, including backups
  • Up to 90 days: Some data may remain in backup systems before final deletion

Third-Party Data

If you've connected third-party services (like Notion, Google, GitHub, or Facebook), you may also need to:

  • Revoke access in the third-party service's settings
  • Delete any data stored by those services separately
  • Review their privacy policies for data deletion procedures

We will automatically revoke OAuth tokens and disconnect integrations when you delete your account.

Export Your Data Before Deletion

Before deleting your account, you can export your data:

  1. Go to Settings → Account
  2. Click "Export My Data"
  3. Select the data types you want to export (agents, conversations, analytics)
  4. Download the exported data (provided in JSON or CSV format)

Special Considerations

Team Workspaces

If you're part of a team workspace:

  • Deleting your account will remove you from all team workspaces
  • If you're the workspace owner, ownership will transfer to another admin or the workspace will be deleted
  • Team data (agents, conversations) will remain unless all team members delete their accounts

Active Subscriptions

If you have an active paid subscription:

  • Your subscription will be cancelled immediately upon account deletion
  • You will not be charged for future billing cycles
  • Refunds are subject to our refund policy (contact support for details)

Children's Data

ConvoSphere.ai is not intended for users under 18 years of age. If you believe we have collected data from a child under 18, please contact us immediately at privacy@convosphere.site and we will delete such data promptly.

Questions or Concerns?

If you have questions about data deletion or need assistance:

Your Rights

Under applicable privacy laws (GDPR, CCPA, etc.), you have the right to:

  • ✅ Access your personal data
  • ✅ Correct inaccurate data
  • ✅ Request deletion of your data
  • ✅ Object to processing of your data
  • ✅ Request data portability
  • ✅ Withdraw consent for data processing

To exercise any of these rights, contact us at privacy@convosphere.site.

Quick Links

This page is updated regularly to reflect our data deletion practices. Last reviewed: November 28, 2025