Data Retention
How long data is kept, what happens when you delete records, and automated cleanup.
Seedly CRM automatically cleans up expired and deleted data on a recurring schedule. This page explains what gets deleted, what is preserved, and what you can expect.
Deleted Contacts
When you delete a contact, it moves to the Trash and stays there for a retention period. During that window you can restore it with all data intact.
Once the retention period elapses, the contact is permanently deleted along with:
- All conversations linked to that contact
- All messages within those conversations
Other records linked to the contact (opportunities, invoices, documents, activities) are preserved but the contact reference is removed.
Audit Logs
Every action in the system (create, update, delete, login) is recorded in the audit log. Audit log entries are kept for an extended retention period and then automatically removed.
You can export audit logs as CSV from Settings > Audit Log at any time before they expire.
Webhook Logs
If you use outbound webhooks, delivery logs (success/failure records for each webhook call) are retained for a period so you can review and troubleshoot recent deliveries, then cleaned up automatically.
Idempotency records (used to prevent duplicate processing of inbound events) are also retained for a period and then removed.
Operational Logs and Activity
Operational records such as workflow execution logs, campaign recipient records, call logs, and contact activity history are retained for a period to support reporting and troubleshooting, then cleaned up automatically. Aggregated analytics and reporting roll-ups are preserved so historical charts stay accurate after the underlying detail records are pruned.
Cleanup Schedule
Retention jobs run automatically on a recurring schedule, typically during off-peak hours. Each category of data has its own retention window:
| Data | Retention |
|---|---|
| Deleted contacts (trash) | Restorable for a set window, then permanently deleted |
| Audit logs | Extended retention, then removed |
| Webhook delivery logs | Retained for review, then cleaned up |
| Idempotency records | Retained for a period, then removed |
| Operational and activity logs | Retained for a period, then cleaned up |
What Is Not Automatically Deleted
- Active contacts and all their data are kept as long as the contact is active
- Conversations and messages for active contacts are kept as long as the contact is active
- Opportunities, invoices, estimates, and documents are kept as part of your records
- Aggregated campaign analytics (delivery, open, and click totals) are preserved for historical reporting
To permanently remove a specific contact's data, use the Erase Contact Data option in the contact's detail page. This immediately cascade-deletes across all linked records and is not reversible.