Security and privacy
Delete your Leadnote account or organisation
Delete your own Leadnote account at once, or delete the whole organisation after a 7 day cancellable grace period, and see what is erased or kept by law.
There are two kinds of deletion in Leadnote. Any user except the Account Owner can delete their own account, and it happens straight away. The Account Owner can delete the whole organisation, which waits 7 days first so it can be cancelled. Both need your password, and a fresh code if you use two-factor.
Who can do what
| You are | You can delete | When it happens |
|---|---|---|
| Account Owner | The whole organisation and all its data | After 7 days, and you can cancel before then |
| Manager, L1 User or L2 User | Your own account only | Immediately |
Managers and other users cannot delete the organisation, even if they have the Data permission. The Account Owner cannot delete only their own account. To leave and keep the organisation running, first transfer account ownership, then delete your own account as an ordinary user.
Before you delete
- Export your leads and download a backup, see export your data.
- Remove Leadnote's access in the settings of any outside service you connected, such as Facebook or Google. Leadnote deletes the connection details it stores, but it does not contact those services, so the access you granted there is not cancelled for you.
- Tell your team. Everyone is signed out when the organisation is deleted.
Delete your own account
- Open Settings, then My Profile, and select Delete your account and data at the bottom of the page. This opens the Delete my account card on the Data Management page. L1 Users and L2 Users do not have a Data Management entry in their menu, so they always use this profile link.
- Type your email address under Type your e-mail address to confirm.
- Enter your password and, if two-factor is on, a current 6 digit code.
- Select Delete my account.
You are signed out of every browser and phone at once. This cannot be undone.
What happens to your data
- Your name becomes "Deleted user", and your email address, phone number, designation and photo are removed. The email address is released.
- Your password, two-factor setup, recovery codes, trusted devices, sign-in history and saved preferences are deleted. API keys you created stop working.
- Your open and closed leads, open tasks, lists you own, templates and documents move to the Account Owner, so the team does not lose work.
- Finished work stays, with your name shown as "Deleted user". Field check-in records of the organisation stay.
Delete the whole organisation
Only the Account Owner sees this option as available.
- Open Settings, then Data Management, and find Delete organisation and all data. The Close account button on the Company page takes you to the same card.
- Under Type the organisation name to confirm, type the exact name.
- Enter your password and, if two-factor is on, a current code.
- Select Delete organisation.
Leadnote confirms with "Organisation deletion scheduled. You can cancel it for the next 7 days." The Account Owner and the Managers get an email, and a banner shows to everyone in the web app: "(Organisation) will be permanently deleted on (date)."
During the 7 days
Nothing is deleted yet and your team keeps working. The Account Owner sees the start time and a Cancel deletion button on the Data Management card. In the banner, only the Account Owner gets a Review or cancel button that opens that card; everyone else sees a note that only the owner can cancel. Cancelling needs no password. The Managers get an email when you cancel.
After the 7 days
Leadnote locks the organisation, signs everyone out, and deletes the data. This usually takes minutes, and longer for very large accounts. From the moment deletion starts, the screen says "Deletion is in progress and can no longer be cancelled."
If you see "Organisation deletion is switched off at the moment", or your account is suspended, contact support.
What is deleted
For an organisation: every user and everything the team created in Leadnote, such as leads, follow-ups, tasks, notes, quotes, invoices and sales orders, files, templates, message logs, integrations, webhooks, API keys, forms, pages, settings and the audit log. Payments your own customers made through your own payment gateway are deleted too.
What is kept, and why
| Kept | Why | How long |
|---|---|---|
| Tax invoices, credit notes, billing invoices and payment records of your Leadnote subscription | Tax and company accounting law | 8 years after the end of the financial year, then deleted |
| An internal record that the deletion happened | Accountability | It holds ids and counts only, never lead or customer data |
| Older copies in encrypted backups | Disaster recovery | Until the backups are overwritten as they rotate |
The kept invoice records carry the invoice number, dates, amounts, tax, payment references, and your company's legal name, address and tax number. Email addresses, phone numbers and contact names are removed. No lead data or message content is kept.
On the phone and the website
The mobile app only starts the process: Settings > Delete account on the web opens the Data Management page of the web app and deletes nothing from the phone. See Sign out of the Leadnote app and delete your account. The public Delete account page on the Leadnote website explains the same rules for people who cannot sign in.
To remove a colleague instead, deactivate them. See deactivate and offboard users. For the wider picture, read privacy overview.
Frequently asked questions
Can I cancel deleting my organisation?
Yes, for 7 days. The Account Owner can select Cancel deletion on the same screen at any time before the deletion starts. After it starts, it can no longer be cancelled.
Can the Account Owner delete only their own account?
No. The Account Owner must delete the whole organisation, or hand ownership to someone else first and then delete their own account.
What happens to my leads when I delete my own account?
Your leads, open tasks and lists stay with the organisation and move to the Account Owner. Only your personal details are removed.
What does Leadnote keep after deletion?
Invoices and payment records of your Leadnote subscription, without email addresses, phone numbers or contact names, because tax and accounting law requires them. They are kept for 8 years after the end of the financial year.