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Data Export and Account Deletion

The Profile tab in Settings provides self-service export and permanent account deletion.

Both actions apply to the signed-in person. They are different from:

  • a Company Admin removing a membership;
  • a System Admin permanently deleting an entire company;
  • downloading a session PDF;
  • exporting a company member or usage report.

Export your data​

  1. Open Settings → Profile.
  2. Find Export My Data.
  3. Select the button.
  4. Wait for the success message and JSON download.
  5. Store the file securely.

The filename includes the export date.

What the JSON contains​

The current export includes:

  • export timestamp;
  • your Navaid user profile;
  • your company memberships and company names;
  • sessions you own, including their messages;
  • your monthly token-usage records.

The export is ownership-scoped. It is not a complete export of every company record you can view as an Admin, Manager or Consultant, and it does not necessarily include every shared maturity, task, document or colleague-owned session.

For a company-level request, coordinate with the company administrator and privacy contact.

Protect the export​

The JSON can contain commercially sensitive conversations and personal data.

  • Download it only to a trusted device.
  • Do not email it unencrypted.
  • Do not upload it to a general AI tool.
  • Review it before sending to a data-subject or legal contact.
  • Remove temporary copies after the purpose is complete.

Delete your account​

Permanent

Account deletion removes your login and associated personal product data. Navaid does not provide an undo button.

Before deleting:

  1. export anything you need;
  2. complete or hand off active work;
  3. if you are the only practical Admin, promote another trusted member;
  4. leave instructions for company-owned tasks or documents;
  5. confirm you are signed into the intended account.

Then:

  1. open Settings → Profile;
  2. find the red Delete My Account section;
  3. select the delete button;
  4. read the confirmation;
  5. confirm permanent deletion;
  6. wait to be signed out.

What deletion means​

The supported deletion service removes the account profile and authentication identity together and cascades/nulls dependent user-owned references according to the database relationships.

It does not mean that:

  • the whole company is deleted;
  • other members’ records are erased;
  • exports or emails already outside Navaid are recalled;
  • every company-owned aggregate or legally retained/anonymised record disappears;
  • another membership administrator is assigned automatically.

If an entire company must be deleted, a System Admin uses the separate Companies workflow after verifying authority.

Membership removal instead of deletion​

Choose removal when the person should lose access to one company but keep their Navaid account or other company memberships.

A Company Admin or Consultant can remove the membership under Company → Users. Historical company session data is retained according to the company data model.

See Users, roles and invitations.

After deletion​

  • The local session is signed out.
  • The deleted identity should no longer be able to sign in.
  • Other company members retain access according to their memberships.
  • Ask the privacy contact about backup or external-retention timelines if relevant.

Troubleshooting​

Export fails​

The export refuses to silently omit a failed section. Refresh, ensure you are online and retry. If it continues, report the failure rather than assuming a partial file is complete.

Downloaded JSON will not open​

Use a text editor or JSON viewer that can handle the file size. Do not use an unapproved online viewer.

Delete fails​

Remain signed in, record the visible error and contact support. Do not repeatedly create replacement accounts.

You deleted the wrong company membership​

Membership removal is separate from account deletion. Ask an Admin to send a new invitation if the account still exists.

You need formal erasure confirmation​

Use the contact route in the Privacy Policy or Governance Pack. The settings success state is not a legal response letter.

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