Delete Your Magic Heidi Data

What Will Be Permanently Deleted

When you submit a deletion request, we will remove or restrict data that we no longer need to keep:

• All financial records: Invoices, expenses, receipts, and transactions
• Your business data: Company information, bank accounts, and tax settings
• Client and vendor information: Contact details, payment history, and communications
• Documents and attachments: All uploaded files, receipts, and supporting documentation
• Account credentials: Login information, email addresses, and profile settings
• Usage data: Activity logs, preferences, and app settings

This action cannot be undone. Once deletion is complete, we cannot restore data that has been permanently removed.

Swiss Legal Requirements You Should Understand

Under Swiss law (Code of Obligations Art. 958f), businesses must retain accounting documents for 10 years. This includes:

• Annual financial statements
• Invoices and receipts
• Accounting books and journals
• Supporting documentation for tax purposes

What this means for you: Even after you close your account, some accounting and payment records may need to be retained for legal reasons. We strongly recommend exporting all data before deletion.

How to Export Your Data

1. Log into your Magic Heidi account
2. Navigate to Settings > Data Export
3. Select export format:
   • PDF for invoices and reports (recommended for archives)
   • CSV for transactions and client lists (import into other software)
4. Download these essential items:
   • All invoices (sent and draft)
   • Expense reports and receipts
   • Client and vendor contact lists
   • Annual financial statements
   • VAT/tax reports
   • Bank reconciliation records

What You'll Need for Your Records

For tax compliance:

• Income statements for the past 10 years
• All issued invoices with VAT details
• Expense receipts and supporting documents
• Bank statements and reconciliations

For business continuity:

• Client contact information and payment history
• Vendor details and outstanding balances
• Financial reports and analytics

⚖️ When We Cannot Immediately Delete Your Data

We're legally required to retain certain data even after a deletion request. Here's when and why:

Legal Retention Obligations

Swiss tax law requirements (10 years):

• If you've issued invoices through Magic Heidi within the past 10 years
• If you're currently under tax audit or investigation
• If there are outstanding VAT/tax obligations

In these cases: We'll block the retained records from ordinary use, keep them only for the legal purpose that requires retention, and delete them after the retention period ends.

Ongoing Legal Matters

Active disputes or claims:

• If there's a legal dispute involving your account
• If we're required to preserve data for court proceedings
• If regulatory authorities have requested data preservation

We'll notify you if any legal exceptions apply and explain the retention period.

Technical Backup Limitations

Backup cycles: Data in encrypted backups may persist for up to 90 days until the backup rotation cycle completes. This data is:

• Inaccessible for any processing
• Not used for any business purposes
• Automatically purged when backup cycles refresh
• Maintained solely for disaster recovery

The Deletion Form

We'll need:

• Email address associated with your account
• Company name (if applicable)
• Reason for deletion (optional but helpful)

Contact our Data Protection Officer to initiate deletion:

Email: hello@magicheidi.ch
Response time: Within 72 hours

Please include in your email:

• Your registered email address
• Company name (if applicable)
• Confirmation that you've exported all necessary data
• Reason for deletion (optional)

⚠️ Before Sending Your Request

Confirm you understand:

• This action is permanent and irreversible
• You have exported all data needed for tax compliance and business records
• Swiss law requires you to retain accounting documents for 10 years, regardless of deletion
• You are authorized to delete this account and its data

By requesting deletion, all your Magic Heidi data will be permanently deleted within 30 days.

Before contacting us:

• Have your account email address ready
• Note your company name (if applicable)
• Prepare specific questions about data or deletion