Data deletion

This page explains how to request deletion of the data Tadpole has processed about you — including data tied to WhatsApp Business Cloud API connections and Google / Gmail connections. It exists specifically to meet Meta's (WhatsApp / Facebook) and Google's requirements for data-deletion instructions reachable from a public URL.

Quick summary

If you have a Tadpole account, delete your data yourself from Settings → Account → Your data. If you do not have an account (for example, you messaged a business that uses Tadpole on WhatsApp), email [email protected] with the subject Data deletion request. We process the request within 30 days at most.

1. Who can request deletion

• Owner of an organization: you can request deletion of your organization's whole account.
• Member of an organization: you can request deletion of your personal user account. The organization's data stays with the owner until they request deletion.
• External person (an end customer whose information is in an organization): request it directly from the organization that entered your data into Tadpole; we are the processor, they are the controller. If the organization does not respond, you can write to us to mediate.
• WhatsApp Business user: if a conversation of yours is being processed by an organization on Tadpole (because you messaged their WhatsApp Business number), request deletion from the organization directly, or from us if the organization does not respond.
• Google / Gmail user: if your email is in an organization's inbox on Tadpole, the same rules as above apply.

2. How to request deletion

Option A — From your account

In Settings → Account → Your data you find three actions:

1. Download my data: a ZIP with your information in an open format (CSV). The link lasts 24 hours.
2. Delete my user (any member): confirm with your password. Your name, email, identities and access are deleted immediately; the content you created in the organization stays with the owner.
3. Delete the account (owner only): confirm with the business name, your password and your second factor if you have one. Full deletion runs 7 days later; during that period only the owner can sign in, and can cancel it. Backups expire under the calendar described in section 3.

Option B — By email

1. Email [email protected] with the exact subject: Data deletion request.
2. Include in the body:
   • your full name;
   • the email address tied to your account (or the one where you receive messages from Tadpole);
   • if you are an external WhatsApp / Gmail user: the WhatsApp number or email address that appears in the conversation, and the name or number of the business you wrote to, if you remember it;
   • what you want deleted: "Delete my whole account and all my data", or the specific scope.
3. We confirm receipt within 48 business hours at most.
4. We process the deletion within 30 days of confirmation at most.
5. We send you a confirmation when it is complete.

3. What gets deleted

On confirming your request we delete:

• your account information (name, email, password hash);
• the Customer Content generated by your account or your organization, per the scope of the request;
• associated WhatsApp messages, encrypted WhatsApp Business tokens, and conversation history processed through Tadpole;
• cached Gmail data (locally synced emails), Google OAuth tokens;
• associated session and access logs;
• related attachments, notes and exports;
• backups: backups follow a fixed retention calendar — daily ones are kept 30 days, monthly ones one year and yearly ones five years. A backup already taken is never edited; your data leaves each backup when it expires under that calendar.

4. What we cannot delete

Some information we must keep for legal or contractual reasons:

• Information required by Panama's Tax Code and Commercial Code — issued invoices, accounting entries, tax records — kept for the period the law requires, generally 5 years from the last entry, up to 10 years in some cases. This applies even if you request deletion and protects us both in an audit or dispute.
• Information needed to resolve active disputes, enforce agreements, or comply with valid court orders.
• Aggregated, anonymized records that can no longer be linked to you.

Issued invoices are kept exactly as issued, without modifying the data they contain; during that period we restrict access to them to the minimum needed to meet the legal obligation.

5. Requests via Meta / Facebook (Data Deletion Request)

If you arrive here from a request started on Meta / Facebook (e.g., a WhatsApp Business app data-deletion flow), use Option B (email). Include in the email the request number or ID Meta assigned you, if you have one.

6. Requests related to Google / Gmail

To revoke Tadpole's access to your Google account without waiting for our process, you can do so at any time from Google's page:

https://myaccount.google.com/permissions

Revoking from Google stops any future sync. To also delete the data already synced locally in Tadpole, send the request following the instructions above.

7. Contact

Any question about this process: [email protected]