Deleting your data

Anyone can ask BurTech Solution ("we", "us"), the operator of Zamilo, to delete information about them. This page explains how, and how to disconnect a service from Zamilo, remove a person's records or close a whole workspace.

In this page, a "Customer" is a business that uses Zamilo, its "workspace" is its own separate area of Zamilo, and a "User" is a person the Customer allows to sign in. Our Privacy Policy explains the difference between information we hold for ourselves and information Customers put into Zamilo.

1. Disconnecting a connected service

A Customer connects services such as Microsoft 365, a Gmail or other IMAP mailbox, QuickBooks Online or Shopify to its workspace. A connection can be ended from either side: in Zamilo, or in the other service.

From Zamilo

A company admin, or a User whose role allows it, can disconnect a service in Settings:

• QuickBooks Online: Settings → Integrations, the QuickBooks Online card, Disconnect. Zamilo deletes its stored tokens, asks Intuit to revoke them, and stops reading from and sending to QuickBooks.
• Shopify: Settings → Integrations, the Shopify card, Unlink next to the store. The store stops syncing with the workspace. The Zamilo app stays installed on the store until you uninstall it in Shopify (see below).
• Microsoft 365, Gmail and other IMAP mailboxes: Settings → Mailboxes, then the Remove button (the bin icon) on the mailbox's row. Zamilo deletes the mailbox's stored sign-in or app password and stops syncing. Messages already brought into Zamilo stay in the workspace, because they are part of the records they are linked to; a company admin can ask us to delete them. Nothing in the mailbox itself is changed.
• OneDrive and SharePoint folders: Settings → Document folders, then Disconnect on the folder's row. Files already attached to records stay; nothing in Microsoft 365 is changed.
• RingCentral: Settings → Phone, tick Remove the secret and the JWT, then Save and Test.
• Freightcom and ShipStation: Settings → Shipping, tick Remove the key for the service, then Save.
• Your AI provider: Settings → Integrations, the AI Assistance card: untick Enable AI assistance and press Save AI Settings. To end the key's access for good, revoke the key in your AI provider's account. To have the stored key deleted from Zamilo, write to [email protected].

Disconnecting does not delete what Zamilo already sent to the other service, such as an invoice created in QuickBooks or a fulfilment recorded in Shopify. That information lives in the other service; delete it there if you need to.

From the other service

• QuickBooks Online: in QuickBooks, open the Apps page, find Zamilo among your connected apps and choose to disconnect it. Zamilo's access to your QuickBooks company ends at once.
• Microsoft 365: sign in at myapps.microsoft.com, find Zamilo and remove its permissions. Your organisation's administrator can also remove Zamilo, or the permissions it was granted, under Enterprise applications in the Microsoft Entra admin center.
• Gmail and other IMAP mailboxes: revoke the app password you created for Zamilo. For Gmail, go to myaccount.google.com/apppasswords; changing your Google password also revokes your app passwords. For Yahoo, iCloud, Fastmail and other providers, use the provider's own app password page. Zamilo can then no longer reach the mailbox. Remove the mailbox in Zamilo as well, so the stored app password is deleted.
• Shopify: in your Shopify admin, go to Settings and then Apps, find Zamilo and uninstall it. Shopify tells Zamilo at once, and Zamilo deletes the store's access tokens. About 48 hours later, Shopify sends its shop/redact privacy webhook, and Zamilo deletes the store's connection. Orders and customers already brought into the workspace are the business's own records and stay in its workspace until the business deletes them or closes the workspace.

For any other service, revoke the key or credentials you created for Zamilo in that service's own settings.

2. If a business holds your information

If you are a customer, supplier or other contact of a business that uses Zamilo, that business decides what it keeps about you and for how long. We hold the information on its behalf.

• Ask the business first. It can find, correct, export or remove your information in its workspace.
• If you write to us instead, we will tell you that the request belongs with the business, and we will help the business answer it.
• If you bought from a Shopify store that uses Zamilo, you can also ask the store to erase your information. When it does, Shopify passes the request to Zamilo, which removes your details from that store's orders, leads and customer record in the workspace, except for any record the business must keep, and tells the business which records were kept and why.

A business answering such a request can correct or remove the person's details in Zamilo. Deleting a record in Zamilo first sets it aside as voided, so that a mistake can be undone from Settings → Voided records. If information must be erased permanently, a company admin can write to [email protected] from an admin's address, and we will help.

3. If you are a User

Your company controls your Zamilo account.

• A company admin can deactivate your account in Settings → Users, using Deactivate. You can no longer sign in from that moment.
• To have your account details deleted, ask your company admin, or write to us at [email protected] and we will work with your company.
• Your name stays on the audit trail of the records you created or changed, because a business's records must show who did what and when.

4. Closing a whole workspace

1. A company admin writes to [email protected] from an admin's email address and asks us to close the workspace.
2. We confirm the request with that admin and close the workspace. Closing ends every sign-in at once. If you change your mind within the next 30 days, we can reopen it as it was.
3. For 30 days after closing, we keep the workspace's data so it can be exported: during that time, an admin can ask us for a complete export. Before closing, an admin can also export everything at any time in Settings → Data & sync, using Export This Company.
4. After those 30 days, we delete the workspace's data: its records, its people's sign-ins, its customer links and its files, including its own nightly snapshots.
5. The platform's nightly backups of the whole database that still contain it age out within a further 15 days.

The same steps apply if a workspace is closed at the end of the beta because it does not move to a paid plan.

5. Facebook, Instagram or WhatsApp

Zamilo does not yet connect to Facebook, Instagram, Messenger, WhatsApp or any other Meta product, so it holds no information received from Meta. When it does, you will be able to remove Zamilo in your Facebook or Instagram settings, where Meta lists the apps and business integrations connected to your account, and write to [email protected] to have everything Zamilo received from Meta deleted. We will update this page when that connection is available.

6. What we may keep

When we delete information, we may still keep:

• What the law requires us to keep, for example the record of your deletion request itself and how we answered it, which we keep for 24 months, or longer if a law requires it;
• Billing records, once paid plans exist, for as long as tax and accounting laws require (nothing is charged during the beta);
• Backups, until they age out: nightly backups of the whole database are kept for about 15 days, and nightly snapshots of each company for 14 days;
• Information a Customer must keep: a business may have its own legal duty to keep some records, such as complaint records. That decision is the business's; ask it.

Questions about deleting your data? Write to [email protected].