On cancellation: leave data or have it deleted?
Closing a SaaS account does not auto-delete your data. A deliberate choice avoids audit risk and surprise re-billing.
support/saas-en-licenties/retention-vs-deletion-bij-opzeggingsteps: 5
Try this first
- Ask the vendor formally for their post-cancellation retention policy. Default is often '30 to 90 days, then irreversibly deleted'.
- Want it gone for good? Request a 'data deletion confirmation' in writing; that is your GDPR evidence.
- Want to keep data accessible? Some vendors offer a 'read-only archive plan' at a lower rate.
- Document the choice and date. A customer or auditor question will need this.
- On the end date: sign in once to check that the account is truly closed and data is gone or kept as agreed.
When to bring us in
Customer personal data in a SaaS you are canceling? Ask for advice; the GDPR data-processing agreement sometimes overrules vendor policy.
See also
- New hire has an account but cannot reach Outlook or TeamsAn M365 account without a license is an empty shell. Assigning takes a few clicks, but picking the right plan pays off long-term.
- Employee left, but their email must be retainedPulling the license straight away starts a 30-day timer on the mailbox. The right route keeps access to the mail without paying for the license.
- We pay for licenses nobody usesBetween leavers, duplicate plans, and test accounts there is often 10-20% wasted license spend. A usage report exposes it fast.
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