Account & Data Deletion

Who can delete what

• Team member (for example, a salesperson or delivery staff) — can leave and stop using the app. This removes their personal login and personal data, but not the company's business records, which stay with the company.
• Company (account owner / admin) — manages user logins day to day (adding or removing team members) and is the only party that can instruct Vansales to delete the whole account and its business data.

Team members — leaving the app

If you are a team member and no longer work with the company (for example, you have resigned), ask your company's admin to cancel your access and remove your data:

1. Tell your company's admin or staff — through the app or your company's internal channel — that you are leaving, and ask them to cancel your account and remove your sign-in from Vansales.
2. After you have notified the admin, you can simply sign out of the app.
3. The admin then clears your login — your username and password, and any personal sign-in you linked (such as Google or LINE) are unlinked from the account.
4. Within about 30 days your access is fully removed and you can no longer sign in. From that point you are no longer associated with the company in Vansales.

This removes your personal login and personal profile. The work you recorded — sales documents, customers and other business records — stays with the company, because the company owns that data. If you later join another company that uses Vansales, that company can give you a fresh login and access; it is a separate account and does not carry over your previous data.

Companies — removing a user or deleting the account

As the account owner, the company controls both individual users and the account as a whole:

• Remove a single user — an admin can deactivate or remove a team member at any time from user management in the app (for example, when someone leaves). The person loses access, but the company keeps all business data.
• Delete the whole account and its data — sales documents, customer lists, customer companies and other business records are kept until the company instructs us to delete them. Only the company (account owner) can request this, by contacting Vansales. In addition, once the company stops using the service, we delete the account's data within 30 days — except for records and backups we are required to keep by law (see “What we keep, and for how long” below).

To protect the account, we verify that a full-deletion request comes from the account owner before we act on it, and we may ask for additional confirmation.

What gets deleted

When a team member leaves, we remove their personal data:

• their account profile — name, email, phone number and username;
• their login credentials and any linked personal sign-in (such as Google or LINE);
• usage and device logs tied to that person.

When the company requests deletion of the whole account, we also delete or irreversibly anonymise the account's business data — sales documents, customer lists, customer companies, orders, stock and routes — except for records we are legally required to keep (see below).

What we keep, and for how long

Some records cannot be deleted immediately, either because the company still owns and needs them, or because the law requires us to keep them:

• Business data (sales documents, customer lists, customer companies, etc.) — kept as long as the company keeps its account, and deleted only when the company instructs us to.
• Invoices, tax documents and accounting records — retained for the period set by Thai tax and accounting law (generally up to 5 years, and up to 10 years where a longer period applies), even after an account is closed.
• Records needed to resolve disputes, prevent fraud, or meet a legal obligation — kept only for as long as that purpose requires.

Data kept for legal reasons is access-restricted and used only for that purpose. When the retention period ends, it is deleted or anonymised.

How long deletion takes

For a team member leaving, personal login and access are removed within about 30 days. For a full account deletion requested by the company, we confirm receipt without undue delay and complete deletion within the timeframe required by law — generally within 30 days — except for legally required records described above. After we delete the active data, copies may remain in our secure backups; these backups are retained for the period required by law and our backup policy, and are then deleted or anonymised.

Data about our customers' customers

The business data a company enters may include information about its own customers (for example, the shops it sells to). For that data the company is the controller and Vansales is only the processor. If you are one of those individuals and want your data removed, please send your request to that company, and we will support them as required.