Data Deletion and Offboarding Guide

Effective Date: Draft, not yet in effect
Application: Agenca
Entity: Code Clouders

1. Overview

This document provides clear, step-by-step instructions on how to request deletion of your personal data, workspace records, and connected advertising assets from Agenca.

Whether you are an agency owner offboarding a client, closing an entire workspace, or revoking Facebook Login or Meta Ads permissions, this guide says which steps you can take yourself in the app today and which ones you ask us for by email.

2. In-App Deletion Paths

2.1 Disconnecting Meta Ads from a Client

Workspace Owners, and Staff members on the clients assigned to them, can disconnect Meta Ads from a client at any time:

1. Open the client and select the Connections tab.
2. In the sync card, click Disconnect Meta.
3. Click Confirm disconnect.
4. Once confirmed, the stored Meta access token for that client is deleted from our credential store and no further data is read from Meta for that client. Figures already imported stay in the client's dashboard until they are deleted as described in Section 5.

2.2 Exporting a Client's Data

Workspace Owners can export a client's data from the app while the client is active:

1. Open the client's Home page and find the Manage client card.
2. Click Export data. The export is prepared in the background; the page shows its progress.
3. When it is ready, click Download file. The file is a JSON file with the client's name, status and time zone, its brands, every brand profile version, and the IDs of the people assigned to the client. Ad performance data, reports and recommendations are not included.
4. The download link expires after a few minutes, and the prepared file is available for 24 hours. Export again for a new link.

An archived client cannot be exported. Export a client's data before you archive it.

2.3 Archiving a Client Account

Workspace Owners can archive a client from the app:

1. Open the client's Home page and find the Manage client card.
2. Click Archive client, read what archiving does, and click Archive client again to confirm.
3. Once archived, the client leaves the active client lists (it is listed under the Archived filter on the Clients page), Meta synchronization, scheduled recommendations and weekly reports stop for it, and it no longer counts toward the plan's client limit.
4. Archiving does not delete the client's data; its records stay in the workspace. Archiving cannot be undone in the app. To delete an archived client's data, ask us by email as described in Section 3.

Deleting a client's data, deleting a workspace and deleting a user account are not self-service steps in the app today. Ask for them by email as described in Section 3.

2.4 Entire Workspace or User Account Deletion

If you wish to terminate your entire Agenca organization, or to delete your individual user account:

1. A Workspace Owner sends the request by email as described in Section 3. A user may request deletion of their own user account.
2. We confirm your identity and your authority over the workspace before acting on the request.
3. We complete the deletion within 30 days of receiving the verified request. Once the workspace is deleted, all user sessions end and data synchronization from Meta stops.

3. Email Request Path

Use email for every request that is not an in-app step in Section 2, or if you cannot access your account:

1. Send an email from your registered administrative email address to to be confirmed.
2. Use the subject line: Data Deletion Request - [Your Workspace Name].
3. Specify whether the request applies to:
   • Your individual user account.
   • A specific client account within your agency (delete its data). Owners archive a client and export its data in the app (Sections 2.2 and 2.3).
   • Your entire agency workspace.
4. Our team will verify your identity and authorization, confirm the scope of the request, and complete it within 30 days of receiving the verified request.

4. Meta-Initiated Deletion (Facebook Login & App Deauthorization)

When you use Facebook Login or connect Meta ad accounts, Meta provides automated endpoints to protect your privacy:

4.1 Deauthorization Webhook

If you remove Agenca from your Facebook App Settings > Business Integrations:

1. Meta notifies our server via an automated deauthorization webhook.
2. The Service immediately marks the Meta connections linked to your Facebook account as needing reconnection (requirement FR-011).
3. Scheduled data reads from Meta stop for those connections until someone reconnects them.
4. To also delete the stored access tokens, disconnect Meta in the app (Section 2.1) or send Meta's deletion request (Section 4.2). To delete the data already imported, ask us by email (Section 3).

4.2 User Data Deletion Callback URL

Meta requires apps to provide a Data Deletion Request callback URL:

1. When you initiate a deletion request through Facebook's settings, Meta calls our deletion callback endpoint (/api/integrations/meta/data-deletion).
2. The Service immediately disconnects the Meta connections linked to your Facebook account, deletes their stored access tokens, and returns a status link and a unique confirmation code to Meta.
3. The status page at that link confirms that the request was received and the connections were disconnected. Quote the confirmation code if you contact us about the request.

5. What Is Deleted vs. What Is Retained

We are transparent about what data is purged and what data must be retained under applicable laws:

6. Deletion Timeline and Workflow

The deletion lifecycle follows a strict sequence:

1. Revocation (when we act on the verified request): All user sessions for the workspace are terminated, stored Meta access tokens are deleted, and background workers reject all pending jobs for that scope (tenancy model).
2. Production Database Purge (Within 30 Days): All tenant-scoped records marked for deletion are permanently removed across database tables using scoped cascade operations.
3. Backup Overwrite (Within 35 Days): Because rolling database backups are maintained on a 35-day cycle (requirement FR-040), all historic backup snapshots containing customer data expire and are overwritten within 35 days.
4. Confirmation Record: We keep a record of the request, what was deleted and when, as part of the audit evidence described in Section 5.

7. Confirmation and Verification

Upon completion of a deletion request:

• Our team replies by email to the address that made the request.
• The confirmation specifies the workspace or account concerned, the date of the request and the date of completion.
• If initiated via Meta's callback, you can review the status page directly using the link and confirmation code provided by Meta.

8. Frequently Asked Questions (FAQ)

What is the difference between disconnecting a Meta ad account and deleting my workspace?

Disconnecting an ad account revokes the access token and halts future data synchronization. Historic metrics already imported remain in your client dashboard until deleted or expired by the 24-month retention schedule. Deleting your workspace purges all historic metrics, profiles, and reports permanently.

Can I retrieve my weekly reports before deletion?

Weekly reports are not part of the in-app client export, which covers the client's details, brands, brand profile versions and assignments (Section 2.2). Owners can export that data in the app before they archive a client or ask for deletion (requirement AC-03). For a copy of reports, ask us by email before requesting deletion. Once the 30-day deletion process finishes, reports cannot be restored.

What happens when I archive a client?

The client leaves your active client lists and stops syncing from Meta, and its scheduled recommendations and weekly reports stop. Its data stays in the workspace, and it no longer counts toward your plan's client limit. Archiving cannot be undone in the app, and an archived client cannot be exported, so export its data first (Sections 2.2 and 2.3).

Does deleting my Facebook account automatically delete my Agenca workspace?

If you used Facebook Login, deleting your Facebook account or deauthorizing our app revokes your login ability and ad account synchronization. To delete your entire workspace and business profile data, you or an authorized workspace owner must submit a workspace deletion request by email as described in Section 3.

Who can I contact if I have questions about my data?

For any assistance regarding data privacy or deletion, email our Data Protection team at to be confirmed.