Data Deletion Policy

1. Your Right to Delete Your Data

Every user on SaibaCRM has the right to permanently delete their account and all associated data at any time, without charge or penalty. This right applies to all plan types — Free, Growth, and Enterprise.

Account owners (organisation administrators) may also permanently delete the entire organisation tenant, which removes all users, data records, and billing history associated with that organisation.

2. How to Delete Your Account

You can initiate account deletion directly from within the platform — no need to contact support:

1. Log in to your SaibaCRM account.
2. Navigate to Settings → Profile.
3. Scroll to the Danger Zone section at the bottom of the page.
4. Click "Delete My Account" and confirm when prompted.

For organisation-wide deletion (removing all team members and data), the account owner should navigate to Settings → Data Management → Delete Organisation.

Alternatively, you may submit a deletion request by email to privacy@saibacrm.com from your registered email address. We will process the request within 7 business days.

3. What Data Is Deleted

Upon account deletion, the following data is permanently removed from our systems:

• Account credentials: Email address, password hash, and authentication tokens.
• Personal information: Name, phone number, profile photo, and preferences.
• CRM data: All contacts, leads, deals, accounts, activities, notes, and attachments you have created.
• Organisation data (for owner deletion): All team members, roles, pipelines, custom fields, email templates, and organisation settings.
• Communications: Message history, support conversations, and notification logs.
• Payment metadata: Subscription history and invoice records held by us (payment provider records may be retained independently per their policies).

Anonymised or aggregated statistical data (e.g. aggregate usage metrics that cannot be linked back to you) may be retained for internal analytics and service improvement. This data contains no personally identifiable information.

4. Account Deactivation (Temporary Suspension)

If you wish to temporarily suspend access to your account without permanently deleting your data, you may request account deactivation. A deactivated account:

• Prevents login by all users under the organisation.
• Retains all data securely in our systems.
• Can be reactivated at any time by contacting support@saibacrm.com.
• Does not incur subscription charges during the deactivation period (for paid plans, please cancel your subscription first).

To deactivate your account, contact us at support@saibacrm.com with the subject line "Account Deactivation Request" from your registered email address.

5. Automatic Deletion — Inactivity & Non-Payment

To protect user privacy and comply with data minimisation principles, SaibaCRM automatically deletes data from accounts that are both inactive and unpaid for an extended period.

An account becomes eligible for automatic deletion when, for 60 consecutive days, it is both:

• Inactive — no user under the organisation has logged in or performed any action on the platform; and
• Unpaid — there is no active paid subscription (the free trial has ended without upgrading, or a paid subscription has lapsed, expired or has an outstanding payment).

The 60-day counter starts from the later of the last user activity date and the date the account became unpaid (trial end or failed/lapsed payment). The automatic deletion process works as follows:

1. Day 30 (Warning): We email the registered account owner that the account will be deleted in 30 days unless they sign in and bring the subscription up to date.
2. Day 50 (Final Warning): A second reminder email is sent with 10 days remaining.
3. Day 60 (Deletion): If the account is still inactive and unpaid, the account and all associated data are permanently deleted from our systems.

Free trial accounts that end without upgrading to a paid plan are treated as unpaid, and are subject to the same 60-day inactivity-and-non-payment policy measured from the trial end date.

6. Data Retention After Deletion

After an account is deleted (whether by request or due to inactivity), we retain data in encrypted backup systems for up to 30 additional days before it is permanently purged from all storage media. This backup window exists solely for disaster recovery purposes and the data is not accessible or processed during this period.

Certain records may be retained beyond the standard deletion period where required by applicable law, including:

• Financial and tax records (as required by the Income Tax Act and GST regulations in India).
• Records relevant to ongoing legal proceedings or regulatory inquiries.
• Fraud prevention and security audit logs, retained for up to 12 months.

7. Social Login Data

If you signed up or linked your account using a social provider (Google, Facebook, Microsoft, X/Twitter, or Apple), deleting your SaibaCRM account removes all data we hold about you. However, it does not revoke access permissions on the social provider's side. We recommend also revoking app permissions from your respective provider's account settings:

• Google: myaccount.google.com → Security → Third-party apps
• Facebook: Settings → Apps and Websites
• Microsoft: myapps.microsoft.com → Manage app permissions
• X (Twitter): x.com → Settings → Connected apps
• Apple: appleid.apple.com → Sign in with Apple

If Facebook has sent you a confirmation code for a data deletion request, you can check its status at saibacrm.com/data-deletion-status.

8. Contact Us

If you have questions about this Data Deletion Policy, wish to submit a deletion request, or need assistance with your account data, please contact us: