Offboarding from Common Room
Last updated Nov 5th, 2026
Overview
If you're leaving Common Room, our Support team will help you export your data, wind down your workspace, and delete your data when you're ready. You keep full access until your contract ends, plus a 14-day grace period. If your plan lapses without renewal, the same timeline applies.
| When | What happens |
|---|---|
Before your contract ends | Request any data export. Your account team confirms your dates. |
Contract end date | Your subscription ends and recurring exports stop. |
14 days after your end date | Access to your workspace is paused. |
Retention period | Your workspace is held so it can be restored if you return. |
After retention | Your workspace is closed and your data is scheduled for permanent deletion. You can request deletion at any time. |
Request any export before your contract end date, while all features are still on. It's the fastest way to get your data.
Before your contract ends
- Tell your account manager or CSM you won't be renewing, and confirm your contract end date.
- Decide what data you want to keep (contacts, organizations, activities).
- Request your export from support@commonroom.io, or run it yourself (see Exporting your data below).
- Download any reports, segments, or dashboards you want for your records.
- Turn off any workflows you don't want running after your end date. They keep running until your workspace is closed.
- Let your team know when access will end.
- If you need your data deleted by a specific date, or need a certificate of deletion, ask Support in writing.
Exporting your data
A one-time export when you leave Common Room is free. On some plans, exports aren't turned on by default. If you don't see the Export option, contact Support and we'll enable it for you. Ask before your end date so there's time to set it up.
| Option | What you get | How |
|---|---|---|
Export from the app | A CSV of the Contacts, Organizations, or Activities view you're looking at, with the columns in that view | Click Export in the explorer. If export isn't available on your plan, ask Support to turn it on. |
Export by Support | CSV files of your contacts, organizations, and activities | Email support@commonroom.io with what you need. We'll send the files when they're ready. |
One-time cloud storage export | A structured export of contacts, organizations, and activities to Amazon S3, Google Cloud Storage, or Azure Blob Storage (CSV by default, JSONL on request) | Set up your storage destination, then contact Support. See Exporting Data to Cloud Storage. |
For cloud storage setup and the fields included, see Exporting Data to Cloud Storage.
Good to know
- Activity exports from the app include metadata (type, date, source, contact), not the full text of messages or posts. A cloud storage export can include activity content on request.
- Exports are easiest before your end date. After it, Support may need to temporarily restore access to run one.
What happens on your end date
Nothing is deleted on your end date. Your workspace stays available for 14 more days, then access is paused.
- Days 0–14: you and your team can still sign in. You'll see a banner that your subscription has expired.
- After day 14: sign-in is paused. Admins will see an option to book time with their account team; other users are asked to contact their admin.
- Exports, workflows, and integrations: recurring exports stop when your subscription ends. Workflows, automations, and connected integrations keep running until your workspace is closed, even after access is paused. To stop them sooner, turn off workflows before your end date or ask Support to close your workspace.
- Billing: you won't be charged after your contract ends.
Once your export is done, we recommend removing Common Room from your own tools too (for example, revoking the app in Slack, Salesforce, or HubSpot).
Data retention and deletion
We hold your workspace after access is paused so it can be restored if you return. We don't close workspaces automatically, and you can ask us to delete your data at any time.
- Retention: your workspace is held after access is paused, so it can be restored if you come back. Once a workspace is closed, its data may not be restorable.
- Closure and deletion: after retention, your workspace is closed and your data is permanently deleted as part of our regular cleanup. If you need deletion by a specific date, request it from Support.
- Deletion on request: email support@commonroom.io to request deletion. We'll confirm your export is complete first, because deletion can't be undone.
- Certificate of deletion: available on request. Let Support know when you ask for deletion.
For details on how we protect and handle your data, contact security@commonroom.io.
FAQ
Is there a charge to export my data?
- No. A one-time export when you leave is free. On some plans, Support needs to enable exports first, so ask before your end date.
Can I export after my contract ends?
- Usually yes, while your workspace is in retention, but it takes longer. Requesting before your end date is fastest.
Does the activity export include message content?
- Not from the app. App exports include metadata such as type, date, source, and contact. A cloud storage export can include activity content on request.
Will my integrations keep syncing?
- Recurring exports stop at your end date. Connected integrations and workflows keep running until your workspace is closed. To stop them sooner, turn off workflows before your end date, revoke Common Room's access in each tool, or ask Support to close your workspace.
Can I get my data deleted right away?
- Yes. Email support@commonroom.io and we'll process it once any export is complete.
I have more than one workspace. Are they all affected?
- Only the workspaces covered by the contract that's ending. Your account team can confirm.
Coming back
If you return before your workspace is closed, we can restore it with your data and settings in place. Some integrations may need to be reconnected. Once your workspace is closed, its data may not be restorable, so you'd start with a new workspace.
To renew before your end date or during the 14-day grace period, contact your account team. After access is paused, contact your account team, or if you're an admin, book time from the sign-in screen.
Questions? Email support@commonroom.io at any point. We're glad to help however we can.
