If you leave StudioFlow: your data, your export and deletion

If your StudioFlow subscription ends, whether it lapses or you choose to close it, nothing happens to your data straight away. You get a window to download everything, plain emails telling you what is coming and when, and a clear account of what we delete, what we keep, and why.

1. What starts the clock. The clock starts the day your StudioFlow subscription actually ends (Stripe shows it as cancelled), the day you use Close your account on Plan and billing, or the day you ask us in writing to close it. A payment that fails does not start it: we keep retrying and your account stays open while a payment is being chased, so one declined card is never treated as you leaving.
2. The export window. You then have 30 days to download everything before we delete it. For example, if your subscription ends on 1 October 2026, the window closes on 31 October 2026. We email you on the day it starts with these exact dates, so you never have to work them out yourself.
3. Download from Plan and billing. Sign in and go to Plan and billing, then Download all your data. We prepare one zip file of spreadsheets covering your members, memberships and plans, purchases and payments, bookings and attendance, appointments, courses, signed waivers, a record of emails and texts sent, notes, staff and your timetable. This button works any time, not only once you are closing your account, so it is worth trying it once before you ever need it. Each file we prepare stays ready to download for 7 days, so if you are inside the export window, leave yourself a few days to prepare it, check it, and download it again if you need to.
4. The emails you will get. Two emails, both to the account owner. One on the day the clock starts, telling you what is happening and the exact dates. One 7 days before the window closes, as a reminder to download if you have not already. Neither ever contains your data or a link that downloads it: you always sign in and go to Plan and billing yourself. If you have lost access to your own sign in, email us at info@studioflow.ie and we will help you back in once we are sure it is really you.
5. Change your mind and everything stays. Resume your subscription, or start a new one, any time before deletion runs, and the closure is cancelled. Nothing is lost and nothing needs to be redone.
6. What happens on deletion day. Deletion runs the day after the window closes, so 1 November 2026 in the example above. From that day your members, leads and staff records, bookings, attendance, memberships, payment history, communications, consent records, integrations and settings are permanently deleted from our live systems. We keep encrypted backups a little longer as a safety net for accidents on our side, and your data clears out of those too within a further 30 days as they rotate, so by around 1 December 2026 in the example nothing is left anywhere.
7. What we keep, and why. The only thing we keep is our own record of billing you: our invoices to your studio and the Stripe record of your StudioFlow subscription, for the 6 years Irish tax law requires us to keep them. We keep nothing about your members.
8. Your members' records are yours to keep. Your members' payment records are yours, not ours, and it is your call how long you keep them under your own country's tax rules. As a guide, not advice, businesses in Ireland, the UK and Canada typically keep records for 6 years, Australia for 5 years, and the US anywhere from 3 to 7 years depending on the state, so check with your accountant for what applies to you. Download everything before the window closes: once we delete it, we cannot get it back for you. If you take card payments, your studio's own Stripe account also keeps its own record of every charge and payout, independently of us.
9. Ask us to delete sooner. If you would rather we did not wait the full window, reply to either of our emails, or write to info@studioflow.ie, and say so. We will bring the deletion date forward and, either way, we will confirm in writing once it is done.
10. If your members use StudioFlow at more than one studio. A member's app sign in is only removed if it is not linked to any other studio and does not also belong to a staff account anywhere. If they are a member of, or work at, another studio on StudioFlow, their sign in carries on working there. Only your studio's own record of them is deleted.