Free tool
When will your software data be deleted after you cancel?
Pick the systems you use and the day you plan to cancel them. Where the vendor states a number of calendar days, we give you an export-by date and a data-gone-by date. Where the vendor states a rule instead of a day count, we give you that rule in the vendor's words. What you select stays in your browser and is not sent to us.
The clock assumes you already did what to do before canceling software when closing a business.
Choose a cancellation date and at least one system.
Calculate your dates
Two inputs are enough. Choose the day you plan to cancel or close, and choose the systems you still pay for. The result is one row per system.
Export by is the cancellation date you enter. Data gone by is that date plus the vendor's window, in calendar days. That arithmetic runs only when the vendor states a day count. When the vendor states a rule instead, the row repeats the rule and does not invent a number of days.
We do not upload the systems you tick. The same rules are written out below the calculator, so you can read them with JavaScript off. Showing a date does not export the records for you.
How the dates are calculated
Each date is calendar-day arithmetic on a vendor window, not a Vetrix estimate.
You enter one cancellation date and you select the systems. Export by is always that date. We do not subtract a buffer, and we do not start the count a few days early. Data gone by is that date plus the vendor's day count, and only when the vendor states one. The day count is the only number added. No other field changes the arithmetic.
When the vendor's words say up to, within, or no later than, the result is the last day data may still exist. That is the end of the stated window, not a promise the data disappears that morning. Otherwise the result is the day the vendor's stated window ends. A count of zero means data gone by is the same day you enter.
Slack deletes free-workspace data that is more than one year old, which is not a count of days after you cancel. Deleting a Notion workspace is immediate and permanent. Confluence states separate intervals, and we do not add those intervals into one number. For those rules the row uses the vendor's words.
Enter the date
Type the day you plan to cancel or close. If the vendor starts the window when a paid term ends, type that later day.Read the window
Read the day count in the table below. If the cell states a rule instead of a number, use the rule and do not add a number.Add the days
Add the day count to your date in calendar days, weekends included. Where there is no day count, follow the vendor's words.
Read Asana, ClickUp, Confluence, Dropbox, GitHub, Google Workspace, HubSpot, Jira, Microsoft 365, Notion, QuickBooks Online, Salesforce, Slack, Xero, Zendesk, Zoho Workplace, and monday.com for the export steps and the vendor's document.
What the clock assumes
The clock treats every vendor window as calendar days and treats "up to" as the last day the vendor says data may still exist.
- Calendar days include weekends. They are not business days. We do not reinterpret the vendor's text.
- The window is the vendor's statement. We do not add a safety margin, and we do not shorten an up-to window to a midpoint.
- When the vendor says up to, within, or no later than, the result reads: data may remain until the end of that window. That is not a promise about the hour of deletion.
- When the vendor does not use those words, the result reads: the vendor's stated window ends on that date.
- The count starts on the cancellation date you type. It does not know the vendor's billing-period end, grace period, or timezone. If the vendor starts the window at the end of a paid term, use that later date as the input.
- Dates are date-only. We read the year, month, and day, add days in UTC, and format the result in UTC. We do not convert timezones. That avoids a daylight-saving off-by-one.
- A window of zero means data gone by equals the cancellation date.
- When the vendor gives no single day count, we state the rule in words. We do not fill the gap with a round number, and we do not add separate intervals into one total.
Each vendor's deletion rule
The table below names each system you can select and the deletion rule that vendor states. A day count is added to the cancellation date you enter. A rule that is not a day count stays in the vendor's words.
Export by is the date you type, for every system. You still export on or before that date, including when the deletion rule is not a day count. The calculator does not run the export.
| System | Category | Window | How the vendor words it | What you get |
|---|---|---|---|---|
| Asana | Project or workflow | Deactivation (immediate); Written notice to export (30 days); After the notice window; Destruction on request (180 days) | Following expiration or termination of all subscriptions, Asana may immediately deactivate the accounts associated with that agreement. Asana makes Customer Data available for export if it receives written notice within 30 days after the effective date of expiration or termination. After that 30-day period Asana has no obligation to retain Customer Data and may delete it, unless the law prohibits the deletion. If you log a request at the Asana help site, Asana will securely destroy Customer Data within 180 days of receiving it. Backups are deleted within 30 days after that 180-day period. | The vendor's rule, in words |
| ClickUp | Project or workflow | Immediate and permanent | Only the Workspace owner can delete it, and it cannot be deleted from the mobile app. You confirm by typing the Workspace name. Deleted Workspaces cannot be recovered. You can check the box to permanently delete all Workspace data from ClickUp and from third-party data processors. | The vendor's rule, in words |
| Confluence | Documents and storage | Access after the subscription period ends (15 days); Data retention after deactivation (60 days); Remove Confluence from the subscription (immediate); Unpaid evaluation on an annual subscription (15 days) | After the subscription period ends, you can access Confluence for 15 more days. Confluence is then deactivated. Free, Standard, Premium, and Enterprise plans keep the app's data for 60 days after deactivation. At the end of that period the data is permanently deleted and cannot be recovered. Trials are retained for 15 days. Deleting Confluence from the Atlassian app subscription immediately deletes the Confluence data and removes access for every user. Confluence data is deleted 15 days after the app is unsubscribed when an evaluation ends without payment. | The vendor's rule, in words |
| Dropbox | Documents and storage | Delete the account (immediate); Delete a team | Deleting the account deletes the account and the file data. Private-folder files are deleted from Dropbox servers and are non-recoverable as soon as you delete the account. Shared-folder files stay available to the other members. For Standard, Business, Advanced, and Business Plus, Dropbox tells you to contact Support to move the team to a locked state, then follow the team-deletion instructions. A team member account is deleted by an admin who can delete team members. | The vendor's rule, in words |
| GitHub | Anything else | Delete the organization; Organization name reuse (90 days) | Deleting the organization permanently removes repositories, forks of private repositories, wikis, issues, pull requests, and project or organization pages. GitHub cannot restore that content. The organization name is not available for another organization or user account for 90 days. After 90 days it becomes available. Renaming the organization makes the name available sooner. This interval is about the name, not a second copy of the files. | The vendor's rule, in words |
| Google Workspace | Email and collaboration | 90 calendar days | All user data in My Drive and organization data in shared drives will be deleted. Deletion can take up to 90 days, and users cannot access Drive during this period. You can add a new subscription within 51 days of canceling. Otherwise you wait until after 84 days, when the cancellation process finishes. 90 days is the end of the email-verified Delete users' data path. The article also describes keeping user data on that subscription type. | Export-by and data-gone-by dates |
| HubSpot | CRM and sales | Cancel at renewal; Delete the account (immediate) | Turning off auto-renewal cancels the subscription on the renewal date, not immediately. You are still charged until the commitment term ends. The account then moves to HubSpot's free tools. A Super Admin or billing admin deletes the account from Account and Billing, on the Delete Account tab, after paid subscriptions are no longer active. You enter the Hub ID and click Yes, delete to permanently delete the account. | The vendor's rule, in words |
| Jira | Project or workflow | Access after the subscription period ends (15 days); Retention on Free, Standard, Premium, and Enterprise (60 days); Trial retention (15 days); Missed payment (15 days); Unsubscribe from every Jira app (immediate) | After the subscription period ends, you can open the site for 15 more days. The site is then deactivated and the app enters retention. Those plans keep the app data for 60 days after deactivation. At the end of that period the data is permanently deleted and cannot be recovered. A trial is retained for 15 days. If payment is still missing 15 days after the due date, you are unsubscribed and the site is deactivated, which starts the retention period. If you unsubscribe from one Jira app and keep another, the Jira data stays. If you unsubscribe from every Jira app on the site, the Jira data is deleted immediately. | The vendor's rule, in words |
| Microsoft 365 | Email and collaboration | 180 calendar days | For most offers the Expired status lasts 30 days. Customer data stays accessible to everyone, and users keep normal access. The Disabled status lasts 90 days. Only admins can open the data, and users cannot open Microsoft 365 apps. Leftover customer data might be deleted after 90 days and is deleted no later than 180 days after cancellation. Expired and Disabled are access statuses, not a second deletion date. An explicit delete skips Expired and Disabled. SharePoint Online data, including OneDrive, is deleted immediately. Customer data is deleted no later than 180 days after cancellation, and it might be deleted after 90 days. The 30-day figure is the Expired status for most offers, not the deletion date. | Export-by and data-gone-by dates |
| Notion | Documents and storage | Immediate and permanent | The deletion is permanent. All content in the workspace is deleted, including private pages, for every member of that workspace. | The vendor's rule, in words |
| QuickBooks Online | Finance and accounting | Cancel a paid subscription; Cancel or expire a free trial (90 days); Credit card declined (14 days) | You have read-only access for one year. You can export to Excel or to a desktop version of QuickBooks up to a year after you cancel. Trial data is available for 90 days. A trial export has to be done within those 90 days. You have 14 days of full access to update billing. The account is then suspended until you resubscribe. | The vendor's rule, in words |
| Salesforce | CRM and sales | LOCKED (120 days); HOLD (30 days) | An organization with LOCKED status has 120 days before deletion. A courtesy data export is available during that grace period. An organization with HOLD status has 30 days before deletion. A courtesy data export is available during that grace period. | The vendor's rule, in words |
| Slack | Chat | Data older than one year | Message and file history is limited to the most recent 90 days. Slack hides older messages and files, and reveals them again if the workspace upgrades. All data in the workspace that is more than one year old will be deleted. | The vendor's rule, in words |
| Xero | Finance and accounting | Notice period; Archive; End of retention | A paid cancellation has a one-month notice period. You are still billed, and all users can still open the organization. Xero recommends exporting during this month. After the notice period Xero archives the organization's data for record-keeping. You can reactivate within the retention period. That period varies by region. If the subscription is still canceled at the end of the retention period, the data is permanently deleted. You can ask Xero support to delete the data permanently sooner. | The vendor's rule, in words |
| Zendesk | Support or ticketing | 90 calendar days | The account owner can ask Zendesk to reactivate within 90 days of cancellation. Zendesk then bills the amount owed from cancellation through the current billing period. Zendesk deletes account data 90 days after the cancellation date. After 90 days an automated process begins to permanently delete service data. Zendesk deletes account data 90 days after the cancellation date, and the automated deletion process begins after 90 days. | Export-by and data-gone-by dates |
| Zoho Workplace | Email and collaboration | Cancel a paid subscription; Trial with no paid plan (30 days) | The account moves to Zoho Mail's free plan and premium features are turned off. In regions without that free plan, the organization is disabled and inaccessible, and the data cannot be recovered once it is disabled. In a region without a free plan, the super admin can upgrade within 30 days after the trial ends. If you do not upgrade in that window, the account and organization data are scheduled for deletion and permanently removed. | The vendor's rule, in words |
| monday.com | Project or workflow | Cancel plan renewal; Account closed (7 days); Data after the account is inactive | Canceling a product stops renewal. You can keep using the account until the plan end date, or close the account immediately. An existing customer submits the cancellation at least 30 days before the renewal date. Once the account is closed it moves to a free trial for 7 days. After those 7 days it becomes inactive, and the team can no longer sign in. monday.com keeps account data by default so you can open it later, and says it may delete data from an inactive account at any time. A completely deleted account cannot be reversed. | The vendor's rule, in words |
Open a system name for the vendor document and the export steps.
What one cancellation date produces
If you cancel Google Workspace on 2026-06-01, export by 2026-06-01. The vendor says data may remain until 2026-08-30.
Illustration using one vendor window. Not your company's date.
| Input | Export by | Data gone by |
|---|---|---|
| Cancel Google Workspace | 2026-06-01 | 2026-08-30 |
The day count is 90 calendar days, taken from the vendor's deletion rule for Google Workspace. 90 days is the end of the email-verified Delete users' data path. The article also describes keeping user data on that subscription type.
What you still decide
The clock does not save your selection, price your records, or decide whether you qualify.
Showing dates does not contact Vetrix. Nothing is written to a cookie, to local storage, or to session storage. There is no account. Use Print or save when you want a copy on your computer. The dialog is your browser's.
A law can require you to keep a record after the vendor deletes it. Ask your lawyer whether that applies to the records you hold. The dates above are the vendor's deletion rule, not a statute.
Who may run an export, and the clicks that produce the file, are on each system's entry. Read Asana, ClickUp, Confluence, Dropbox, GitHub, Google Workspace, HubSpot, Jira, Microsoft 365, Notion, QuickBooks Online, Salesforce, Slack, Xero, Zendesk, Zoho Workplace, and monday.com before you cancel that subscription.
What to do before you cancel
Export on or before the cancellation date, then decide whether the records are still yours to license.
The clock assumes you already did what to do before canceling software when closing a business.
Follow the wind-down sequence so exports happen while you still have administrator access. The full closing process is how to wind down a company.
Read what each system deletes before you turn a subscription off. Free tools also includes what your records could be worth and whether the company qualifies.
List each system on the records inventory before you export, so the dates have a place to sit.
The same windows, compared across vendors, are in the dataset of these windows.
General information only. This is not legal, tax or financial advice.
Related
- Winding down
Order of operations to wind down a company, from approval through taxes and dissolution.
- Estimate
US payout bands by staff at peak, and the estimator that uses them.
- Eligibility
Staff, records, daily-use systems, and the right to license, plus a checker.
- Records inventory
A spreadsheet of each system, years of records, peak headcount, data rights, and client data to clear.
- WARN Act checker
Likely WARN coverage from the thresholds. Not a determination.
- Closing checklist
Ordered closing tasks for one US state.
Questions about the deletion clock
Does the deletion clock store the systems I select?
No. The selection stays in your browser while the calculator is open, and it is discarded when you leave. We do not set a cookie. We do not use local storage or session storage. We do not send the selection to Vetrix. Printing happens in your browser, and the printout stays on your computer. There is no account to create. Closing the tab drops what you selected.
Why is a system missing from the deletion clock?
A system is missing when we do not have that vendor's deletion rule from the vendor's own documentation. We do not guess a number of days. A blog summary is not a rule we can apply. A rule we can use is a count of calendar days, or the vendor's own words, and the vendor document is linked from the system name. If yours is not listed, export from the vendor's admin and read the vendor's help before you cancel.
Are deletion-clock dates business days or calendar days?
Calendar days, including weekends. We do not convert a vendor's count into business days, and we do not drop Saturdays or Sundays. If the vendor's paid term ends later than the date you type, type that later date. The count then starts on the date you entered. We use the vendor's text as it is written, including a window described as up to a number of days.
Does "data gone by" mean the vendor deletes everything that morning?
It means the last day of the window the vendor states, not a promise about the hour of deletion. When the vendor says up to or within a number of days, the date is the end of that stated window. Export still has to happen on or before the cancellation date you entered. A rule with no day count is given in the vendor's words. We do not turn that rule into a morning on the calendar.
Can I save the deletion-clock results without creating an account?
Yes. Use Print or save, and keep the browser's print or PDF output on your own computer. We do not generate a PDF, and we do not store the result. You can also read each vendor's day count or rule in the table below, with JavaScript off. No account is required for the calculator or for the rules written under it.
Sources
- Asana. Subscriber Terms. Checked 2026-11-04
- ClickUp Help. Delete a Workspace. Checked 2026-11-04
- Atlassian Support. Track storage and move data across apps. Checked 2026-11-04
- Dropbox Help. How to delete your Dropbox account. Checked 2026-11-04
- GitHub Docs. Deleting an organization account. Checked 2026-11-04
- Google Workspace Help. Cancel Google Workspace. Checked 2026-11-04
- HubSpot Knowledge Base. Downgrade or cancel your HubSpot subscription. Checked 2026-11-04
- Microsoft Learn. What happens to my data and access when my Microsoft 365 for business subscription ends?. Checked 2026-11-04
- Notion Help. Delete a workspace. Checked 2026-11-04
- Intuit QuickBooks. What happens to my QuickBooks Online data after I cancel?. Checked 2026-11-04
- Salesforce Help. Request to Export Data in Salesforce When Your Organization is Locked. Checked 2026-11-04
- Slack Help Center. Feature limitations on the free version of Slack. Checked 2026-11-04
- Xero Central. Cancel your Xero subscription. Checked 2026-11-04
- Zendesk help. Can I reactivate or retrieve data from a canceled account?. Checked 2026-11-04
- Zoho Workplace. Manage Zoho Workplace subscription. Checked 2026-11-04
- monday.com Support. How to cancel and close your account. Checked 2026-11-04