Request data deletion

How to make a request

Email [email protected] with the subject DAFNI data deletion request.

Include only enough information to help locate the relevant records:

• Your name and the email address or WhatsApp number used with DAFNI.
• The business that contacted you or the company workspace concerned.
• Whether you want to delete your user account, particular messages or contact information, or stop further WhatsApp messages.
• An invoice reference, if useful. Please avoid attaching a full invoice unless requested.

Do not email passwords, access tokens, bank-card details or identity documents with the initial request.

This opens your email application. Nothing is sent automatically.

What happens next

Individual privacy requests remain available through the published privacy contact and appropriate support route. We verify identity and authority proportionately, review the relevant records and explain the outcome and any specifically justified retention. The company departure timetable does not postpone a request that must be handled sooner. Deleting one company’s records does not remove a shared user’s access to another company, erase source accounting records or remove copies independently held by recipients and providers.

We review your request, verify authority proportionately and explain the outcome and any specifically justified retention. We aim to acknowledge requests within five business days and resolve straightforward requests within 30 calendar days, subject to applicable requirements. These targets do not override legal deadlines. This page does not provide a self-service deletion button.

Company departure and export

The departure period starts when paid access ends, or when an unpaid trial expires. For the first 30 days, company users can view existing records but cannot edit, synchronise, send emails or WhatsApp messages, or use AI and automatic follow-ups. After 30 days the workspace closes. Administrator-assisted reactivation and restricted access to eligible exports remain separate from workspace access. Eligible company records become due for deletion 90 days after the same starting date, subject to the required warnings and retention checks. The 30 days are part of the 90 days, not an additional period.

An authorised company administrator can prepare an export in Settings. After workspace closure, the secure export link in retention notices leads to an administrator sign-in page; it does not reopen the workspace. Exports contain the company records and available files held by DAFNI, with a manifest describing the contents. Credentials, other companies’ records and private DAFNI notes are excluded. This is not a complete accounting-system backup. Larger or exceptional requests need assistance from DAFNI support. Download access expires after seven days or at the company’s retention deadline, whichever comes first.

We intend to notify the company owner and recorded billing contact when access ends, seven days before viewing access closes, at workspace closure, 30 days before the retention deadline and seven days before that deadline. Notices explain the dates and available actions, including secure export access. Confirmed reactivation cancels pending departure warnings. Failed or uncertain delivery is reviewed rather than blindly repeated; missing required warnings may delay deletion.

Backups

Backup coverage, retention and recovery arrangements are being finalised before launch. Database and stored-file backups require separate verification. We will publish the confirmed recovery arrangements after a restore rehearsal. Backups are restricted to recovery and do not extend customer access. If a backup is restored, completed deletions must be reapplied before the restored information is made available or automated work resumes.

Trial expiry and cancellation

Cancelling renewal preserves access through the paid period. Departure dates run from the end of paid access or an unpaid trial; the first 30 days of viewing access fall within the 90-day retention period. Confirmed reactivation cancels pending departure warnings. Reopening a closed workspace requires administrator assistance.

Package upgrades take effect after any required prorated payment is confirmed. Downgrades take effect on confirmation, with the unused difference recorded as subscription credit. Package changes preserve the renewal date; a monthly/annual billing-frequency change takes effect at renewal. Cancelling future renewal preserves access through the paid period. Subscription credit applies to eligible subscription charges and is not a cash balance. Unused credit lapses at account closure, except where applicable law requires otherwise. Payments are not refunded for non-use or voluntary cancellation, except where required by law; duplicate or erroneous charges are investigated and corrected.

What deletion does and does not cover

While the company uses DAFNI, we retain relevant permission and withdrawal evidence to support its communication choices. The subscribing company is responsible for its own customers’ invoice disputes and messaging permissions. When it leaves DAFNI, its contacts, imported invoices, conversations, arrangements and permission history follow the 90-day departure rule. The company should obtain the records it needs before that deadline. An ordinary customer dispute or the possibility of a later request does not automatically extend retention.

Where an applicable legal preservation requirement prevents deletion, DAFNI restricts retention to the identified records and purpose. A restricted control records the authority or legal reference, scope, responsible reviewer and review date. Records are released for deletion when an authorised review confirms that the requirement has ended. DAFNI service and billing disputes are handled separately from disputes between a subscribing company and its customers.

DAFNI retains its own subscription invoices, receipts, credit adjustments and any refund evidence for seven years for accounting and reconciliation. This does not retain the subscribing company’s customer communications. Only necessary accounting information is retained.

Individual privacy requests can include saved AI context, transcripts, suggestions and staff decisions, subject to review of the records and any specifically justified retention. Removing a company does not delete source accounting records, recipients’ independent copies, or a shared user’s access to another company. Provider-held information follows the provider’s applicable rules. Deletion does not cancel invoice or payment obligations.

Questions or stopping messages

If your aim is to stop WhatsApp reminders, say so in your request or tell the sending business directly; you do not need to ask for every record to be deleted. We will distinguish a channel preference from a deletion request.

Contact: Esteni Van Niekerk, [email protected]. Further information is in the privacy policy.