Managing Account Data After Deactivation or Cancellation

When cancelling or deactivating your GoCanvas account, it’s crucial to understand what happens to your data and how you can effectively manage it. As an innovative, insight-driven platform, GoCanvas supports seamless digital transformation, including secure data management workflows. This article outlines best practices and key facts regarding your account data after deactivation or cancellation to help your business maintain compliance and operational continuity.

What Happens to Your Data After Cancellation?

Once you cancel or deactivate your GoCanvas subscription, your access to submitted form data, reference data, and workflow history changes. Understanding retention and deletion timelines ensures your sensitive business information stays protected and accessible according to your compliance needs.

• Once your account has been deactivated you will lost access to review the data within it via gocanvas.com.
• Data is typically retained for a defined grace period after cancellation for recovery or compliance purposes.
• After the retention period, all data—including forms, reference datasets, and user submissions—may be permanently deleted.
• Contract specifics or regulatory requirements can affect data deletion timelines. Contact GoCanvas support for details specific to your account.

Exporting Your Data Before Deactivation

To maintain access and compliance when leaving GoCanvas, exporting your business data before deactivation is essential. This can be done in a few different ways:

• Manually downloading your submission PDF: This can be done from the Submissions page. When you review your submissions, there is an option to download the PDFs. This is the hardest way to back up your data and is not recommended.
• Export to CSV: Exporting your submission data to a CSV format allows you to download the raw data. This new CSV file can then be used later to review your submission data as needed. Alternatively, it can be used to inject data into a database.
• Export your Submission PDFs: This is the most commonly used form of backing up submission data. This uses integrations at either the Account Level or Form Level to send your submission PDFs to a cloud based storage. Once
  • Form Level: This allows you to pick and choose which forms you would like to back data up for. Each form would need to be individually set up.

  • Account Level: This will set the integration up for every form on your account, and is the quickest way to accomplish the integration.

    Note

    Please keep in mind that you will need to use the Copy to Integration function once the integration is set up. While all future submissions will be automatically sent to the integration, pre-existing submissions need to be manually sent

• Any reference data that you would like to back up can be downloaded from the Reference Data and Images page.

Requesting Data Deletion or Account Closure Confirmation

GoCanvas values privacy and data security. To request full data deletion or to confirm account closure managed by our compliance team, submit a support request with your account details. You will receive confirmation once actions are completed per GoCanvas policies and applicable regulations.

Conclusion: Ensure Ongoing Data Compliance

Managing your data proactively as you use GoCanvas or transition away from GoCanvas is key to upholding compliance and maintaining control. Reach out to the GoCanvas support team for account-specific guidance and leverage available export tools to make your digital transformation secure and seamless—even beyond your subscription.