Data Export & Deletion

1. Overview

This page explains the current export and deletion process. Export and deletion are assisted operational processes rather than fully self-service product features.

2. Export scope

A Customer may request a copy of reasonably available workspace data, including uploaded documents in their original formats, document metadata, request and reminder data, AI-extracted structured data where retained, linked-document suggestions where retained, and basic account and workspace information.

Internal security records, provider logs, credentials, proprietary operational data and information relating to other Customers are not included in a normal workspace export. A data-subject request may require a different scope depending on applicable law and the identity of the requester.

3. Export format

Original files are provided in their stored formats. Associated information is provided in a reasonably usable structured format, such as CSV, JSON or another documented structure, depending on the data and available tooling. Accordix does not guarantee compatibility with every accounting application unless a specific export format is expressly supported.

4. Request process

Requests should be sent from an authorised Customer administrator address to support@accordix.sk, or to privacy@accordix.sk for a personal-data rights request. Accordix may verify identity, authority, workspace ownership and the requested scope before acting.

5. Deletion scope

Subject to verification, Customer instructions and legal restrictions, Accordix can perform an assisted deletion of active workspace records and stored files. The process may cover:

• uploaded originals and generated or extracted files stored for the workspace;
• document, request, reminder and workflow records;
• AI-extracted invoice or bank-statement data and linked-document suggestions;
• inbound email and WhatsApp intake records associated with the Customer;
• Customer user accounts and workspace relationships;
• generated export files still controlled by Accordix.

Deletion does not remove copies previously downloaded, forwarded or otherwise retained by the Customer, its users, its clients or external recipients. It also does not directly delete data independently controlled by a provider where that provider must handle deletion under its own service lifecycle or legal obligations.

6. Termination and timing

Active workspace data is normally retained while the Service is active. After termination, Accordix normally allows up to 30 days for an assisted export before deleting or anonymising active Customer data.

Earlier deletion may be requested. A different period may apply where agreed with the Customer, required by law, reasonably needed to investigate a security incident or legal claim, or technically required to complete a safe export and verified deletion.

The 30-day period is an operational target and does not mean that every backup copy is deleted within the same period.

7. Backups and residual copies

Deleted data may remain in provider-managed backups, snapshots or disaster-recovery copies until those copies expire or are overwritten under the provider's then-current lifecycle. Backup behaviour depends on the applicable hosting and database services and plans.

Accordix does not guarantee that residual backup copies are removed within a fixed 35-day maximum. While retained, backup copies remain subject to applicable security and confidentiality obligations. Accordix does not ordinarily restore a backup to recover or reintroduce a single record that a Customer asked to delete, except where necessary for disaster recovery; if a broader restore reintroduces deleted data, Accordix will take reasonable steps to reapply the deletion.

8. AI and communications providers

Where a Customer has used Vertex AI, WhatsApp or email intake, relevant data may have been processed by Google, Meta or CloudMailin. Accordix will apply the available provider controls and contractual deletion obligations, but provider-side logs, caches, security records or backups may follow the provider's own retention lifecycle. Accordix does not promise zero provider retention unless verified for the exact service and configuration.

9. Statutory retention responsibility

Customers remain responsible for determining and meeting accounting, tax, payroll, employment and other statutory retention requirements. Accordix is a collection and workflow service, not a certified statutory archive. Before requesting deletion, the Customer must retain any legally required copy outside Accordix.

10. Data-subject requests

Where Accordix acts as processor, it will normally refer the request to the relevant Customer and assist that Customer under the DPA. Accordix may refuse or limit a request where identity or authority cannot be verified, the request concerns another Customer, or applicable law permits or requires retention.

11. Current limitations

• There is no guaranteed one-click workspace export or purge.
• Deletion requires an operational review to identify database records, files, generated outputs, intake records and provider implications.
• A fixed maximum backup-retention period has not been contractually verified for every active service and plan.
• Accordix cannot delete copies outside its control.

12. Contact

Exports and workspace deletion: support@accordix.sk. Privacy rights: privacy@accordix.sk.