Delete Your Account — Letter Log

Last updated: 29 July 2026

This page explains how to delete your account and associated data in Letter Log, the mobile and web app operated by Datacode. You can do this yourself inside the app, or request it by email without installing the app or signing in.

1. Which kind of account do you have?

Letter Log has two account classes, and they are deleted in different ways. This is not a policy preference — it is enforced by our servers:

• Trial accounts — the account you get when you register yourself in the app. It belongs to you alone, so you can erase it yourself, immediately.
• Managed (company / holding) accounts — provisioned by Datacode for an organisation. The letters in them are the organisation's official records, shared by many staff. Deletion goes through your organisation's administrator.

If you are not sure which you have: if you signed up yourself from the app's registration screen, it is a trial account. If someone at your company gave you a login, it is a managed account.

2. Trial accounts — delete it yourself, in the app

Deleting a trial account takes three taps and needs no request, no email, and no waiting:

1. Open Letter Log and tap the Profile tab (the last item in the bottom navigation bar).
2. Tap "Delete my account" (سڕینەوەی هەژمار).
3. Confirm in the dialog that appears.

Deletion is immediate and permanent. There is no grace period, no recovery window, and no way for us to restore the data afterwards.

3. Managed / holding accounts — via your administrator

If your account was created for you by your organisation, contact your organisation's Letter Log administrator. They can remove your user access, and they — together with Datacode, under the agreement between your organisation and us — decide what happens to the organisation's records.

You can also email us using the route in section 4 and we will pass the request to the account's administrator. To be explicit and honest about it: we will not erase an organisation's letters and records on the request of a single member. The in-app deletion function refuses managed accounts outright, and there is deliberately no code path — not even an administrator-only one — that deletes a managed organisation's data from inside the app.

4. No app installed, or can't sign in — request by email

Please include:

• The email address the account uses.
• Your organisation's name, if it is a managed account.
• Whether you want the whole account deleted, or only a specific record (for example the sales-enquiry record described in section 6).

We may need to confirm that the request really comes from the account holder before we act on it — usually by replying to the account's own email address.

5. What deletion removes

When a trial account is deleted — whether you do it in the app or we do it for you — the following are erased, in this order:

1. Every attachment and scanned page stored for your organisation in Cloud Storage.
2. Your entire organisation (tenant) record in Firestore, including all letters and their events, comments, entities, external parties, circulars, reference-number counters, and user records.
3. Your Firebase Authentication sign-in account itself.

The sign-in account is destroyed last, deliberately: if an earlier step fails, you can still sign in and try again rather than being locked out with data left behind.

6. What is retained, and why

If you previously used the in-app "buy for your company" form, the name, organisation, and contact details you submitted are stored as a sales-enquiry (lead) record, separate from your account. It is an enquiry you deliberately sent to Datacode — the equivalent of having emailed our sales address — so deleting your account does not automatically destroy it. This is already disclosed in section 7 of our Privacy Policy. Ask us at the email above and we will remove that record too.

Copies of deleted data may also persist in our encrypted infrastructure backups for up to 7 days before those backups rotate out. Backups are never used to reinstate a deleted account.

7. How long it takes

• In-app deletion (trial accounts): immediate — the data is gone by the time the confirmation closes.
• Email requests: we acknowledge within 5 business days and complete the deletion within 30 days of verifying the request.
• Backup copies: purged within 7 days of the deletion, as backups rotate.

8. Contact us

Questions about deleting your account or your data: dev@datacode.app