Answer a privacy, data export or deletion request

Goal

Answer a privacy, export or deletion request about this workspace using the controls the application actually enforces, and recognise the requests that have to go to support instead.

Prerequisites

• You can manage company settings. Deleting the whole workspace additionally needs the owner role.
• You know what the request covers: one person, one client, or the entire company.
• You accept that this article describes product behavior only. It is not legal advice and does not replace your own data protection assessment.

Steps

1. Open Settings > Company > Privacy & Data. Privacy review completed records your organization's review; it is not a compliance guarantee. Live driver tracking controls location collection for active jobs. Route history, breadcrumb replay allows route replay and requires live tracking to be enabled.
2. Read the notice under those switches before you answer anyone. Automated retention, analytics anonymisation and partner data sharing are not enforced by these switches. Workspace export is a separate, enforced action on the same Privacy page.
3. Some records have their own scheduled retention: GPS route history, notifications, Help usage, login activity, temporary Carson attachments and unfinished or rejected partner applications. These schedules are separate from the privacy switches. Ask support@4fleet.io to confirm the current retention behavior for the specific record type; do not assume that everything else is kept indefinitely or that deletion happens at an exact instant.
4. As the workspace owner, open the Workspace data export card and select Request export to prepare one gzipped JSON bundle containing every database record in the workspace. Uploaded files are listed in its manifest with their storage paths; the files themselves are not embedded in the bundle.
5. Wait for the export to become ready, then use Download bundle before its expiry time. The request, completion, expiry, download time, and download count are recorded.
6. Review a person's membership under Settings > People > Team Members. Removing workspace access is not the same as deleting every historical reference to that person. Operational and financial records may remain. Ask support to assess a personal-data erasure request separately.
7. Delete your own user account from the danger zone in Settings > Security by typing DELETE MY ACCOUNT.
8. Schedule deletion of the whole workspace from that same danger zone if you are the owner, by typing DELETE followed by the exact company name. Nothing is erased during the 7-day recovery window. You can download an export and cancel the deletion until the scheduled date; once the purge starts, it cannot be cancelled in the app.
9. Send everything the application cannot do to support: a personal data erasure request that spans historic bookings, a retention schedule, an anonymisation run, a data processing agreement (DPA), or any question about contract terms, liability or insurance cover. Those are answered in writing, not by a switch.

Expected result

You can state which privacy controls are enforced, which data is deleted on a timer, how to export the records a request covers, how an account or a workspace is deleted, and which requests need a support ticket.

Troubleshooting

• Can I export the whole workspace in one file? Yes. The owner can request one gzipped JSON bundle under Settings > Company > Privacy & Data. Uploaded files are listed in the manifest but are not embedded in the bundle.
• The export is queued or running: wait for the scheduler to finish it. If it fails, request a new export once. If the second request also fails, send the job details to 4fleet Support.
• The download is refused: the export may have expired. Request a new bundle and download it before the displayed expiry time.
• The workspace deletion was a mistake: open Settings > Security and cancel it during the 7-day recovery window. If purging has already started, contact 4fleet Support immediately.
• Are we GDPR compliant once the switch is on? No. The switch records that your organization reviewed its obligations. It is an acknowledgment, not a compliance guarantee, and the application verifies nothing when you turn it on.
• Where is the signup consent record? A self-serve signup stores the terms version and the privacy version that were accepted, when they were accepted, and where the consent was captured. Ask support if you need that record for a specific workspace.
• How do we stop email open and click tracking? That switch lives in Settings > Assistant & automations > Automations, not in the privacy panel.
• Does an unsubscribe stop everything? No. The suppression list stops marketing mail only. Invoices, receipts, booking mail and payment chasing still send, because they are part of the service the client bought.
• The panel does not offer retention days or anonymisation: those fields exist on the company record from an earlier design and nothing enforces them, which is why the panel does not offer them. Do not promise a retention period the product does not apply.
• A delete is refused with a conflict: partner, driver and client records that existing work still references cannot be deleted. Archive them instead, or remove the work that references them first.

Guided check: Data export and workspace deletion

4fleet can run an automated Data export and workspace deletion check on this workspace. The check only reads stored job and deletion state. It does not start, cancel, download, or delete anything. A fail line is what is blocking you, a warning needs attention, skipped means the check does not apply, and unknown means the state could not be proved. What each line means:

• Workspace exists (workspace_exists): confirms that the active company can be read and reports whether an export has ever been requested.
• Export job state (export_job_state): reports whether the latest export is queued, running, ready, failed, expired, or in an unrecognised state.
• Export bundle downloadable (export_bundle_downloadable): checks whether a ready bundle is still inside its download window and whether it has been downloaded.
• Deletion request state (deletion_request_state): reports whether deletion is absent, cancelled, pending, purging, or failed, including the scheduled date when available.
• Deletion receipt recorded (deletion_receipt_recorded): checks whether an attempted purge has a receipt and whether that receipt is partial, completed, or failed.