Data Deletion

Last updated: 22 October 2026

This page explains how to request deletion of data associated with Xoaro, including data received through a connected WhatsApp Business Account.

Who This Applies To

Xoaro is a business-to-business CRM platform. A business (“Customer”) uses Xoaro to manage its own contacts, including via WhatsApp. This page covers two situations:

You are a Customer and want to delete your account or data stored in it.
You are an End User — someone who has messaged, or been messaged by, a business through WhatsApp using Xoaro — and want your data removed from that business’s use of Xoaro.

How to Request Deletion

Xoaro does not currently offer a fully automated, self-service data-deletion tool, and does not currently expose an automated Data Deletion callback endpoint. Deletion requests are handled as a manual process:

Customers can request deletion of their account and associated data by contacting no-reply@xoaro.com.
End Users should first contact the specific business they interacted with, since that business controls its own CRM records. If you are unable to reach that business directly, you may contact no-reply@xoaro.com, and we will make reasonable efforts to assist or forward your request to the relevant Customer.

We do not claim an automated deletion mechanism where none exists. Requests are reviewed and actioned by hand. We will confirm what we are able to remove, and what we are required or permitted to keep, before we act. Requests are handled within the timeframe required by applicable law, taking into account the nature and complexity of the request.

What Removal Means in Xoaro

We want to be precise about this rather than reassuring. When a record is deleted in Xoaro, it is withdrawn from the product: it stops appearing in lists, searches and reports, and the business that held it can no longer see or use it. The underlying record is retained in our database in that withdrawn state rather than being erased field by field.

Where erasure beyond that is required, it is carried out as a manual administrative action on the specific records concerned. Xoaro does not currently provide a self-service tool that performs it, and we will tell you what was done rather than imply more than took place.

What We Cannot Remove

These limits are real and we would rather state them here than discover them during a request:

Records attached to financial history. Where a person’s record is connected to a completed enrolment, fee plan or payment, it cannot be deleted while those financial records must be retained. Xoaro actively refuses the deletion in this case rather than partially removing it.
Security audit entries. Actions taken in the product are written to an append-only audit log that the database itself prevents from being altered or deleted. This is deliberate — it is what makes the log trustworthy — but it means some record of an action persists after the data it concerned is withdrawn.
Data already held by a third party. Where a business has connected WhatsApp, a calendar or an email provider, that provider holds its own copy under its own terms. Removing data from Xoaro does not remove it from Meta, Google, Microsoft or an email provider; those requests must be made to them directly.
Closing an entire account. There is no automated process that tears down a whole customer organisation. Account closure is handled manually and individually.

See our Privacy Policy for more on retention.

WhatsApp / Meta Data Specifically

If a Customer has connected a WhatsApp Business Account, message content and metadata exchanged through that connection are stored by Xoaro on the Customer’s behalf. A request to delete this data is handled the same way as any other deletion request described above.

See our Privacy Policy for how we collect and use data, and our Terms of Service for the terms governing use of the Service.

Contact

Data deletion requests and questions about this page can be sent to: no-reply@xoaro.com.