What happens to my data if I leave my CRM?
On most CRMs you get an export window, then deletion. SalesCrew stays read-only for 90 days and hands you the whole database.
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The short answer
- When you cancel a CRM, the vendor's terms decide what happens next: on most shared platforms you get an export window, and then your records are deleted.
- Before you sign any CRM, check three things: the export format, the retention window in days, and whether attachments and activity history come with the export.
- A CSV-only export splits a contact from its deals, notes and tasks, so you rebuild the links by hand in the next tool.
- SalesCrew runs each client in its own database, so on churn the instance goes read-only, you export a full Postgres dump plus CSVs, and a person deprovisions it after 90 days.
Tenancy decides what you can take with you
A multi-tenant CRM keeps every customer's records in one shared database. When you leave, the vendor can export your rows, but it can't hand you the database, because other customers live in it too. So you get files, cut object by object.
A single-tenant CRM gives each customer a dedicated database. Nothing else lives there, so the whole database can leave with you. That's the difference between getting your data back and getting your CRM back.
What you leave with, by vendor pattern
| Vendor pattern | Export format | Where the retention window lives | What often gets left behind |
|---|---|---|---|
| Multi-tenant SaaS, standard plan | CSV files per object | Terms of service or data processing agreement | Attachments, activity history, links between objects |
| Multi-tenant SaaS, enterprise contract | CSV files plus a contract clause | The negotiated contract | Links between objects |
| Single-tenant, dedicated database | Full database dump plus CSVs | The contract | Stored secrets, which are never exported as plain text |
| SalesCrew (our product) | Full Postgres dump plus CSV of every table | Read-only after churn; a person deprovisions after 90 days | Vault secrets stay sealed; re-enter API keys in your next tool |
SalesCrew terms as published, September 2026. Other rows describe common patterns; read each vendor's own terms for its retention window.
Leave SalesCrew with everything
The same order works as a checklist for any CRM.
- 1
Export while you're live
Take a full Postgres dump and the CSV set from your instance. You can do this at any time, not only on the way out.
- 2
Cancel the plan
Your instance switches to read-only. Your team can still log in, look things up and export.
- 3
Check the export
Open the dump or the CSVs and confirm contacts, companies, deals, notes and tasks are all there.
- 4
Deprovision
After 90 days, a person deprovisions the instance. No automatic timer deletes it before then.
Ask these questions before you sign
Ask for the export format by name. Is it a database dump or a set of CSVs? If CSVs, which objects are in the set? A vendor that says "you can export your data" should be able to tell you whether that covers attachments, email threads and custom fields.
Then ask for the retention window in days, in writing. "A while" isn't a number. The window matters when you need time to set up a new tool and check the migration before the old data goes. SalesCrew publishes all three: read-only after churn, a full export, and 90 days before a person deprovisions. Moving in works the same way in reverse, and our CRM migration checklist covers both directions.
Export before you cancel, not after
Questions
- What happens to my data if I cancel my CRM subscription?
- Your CRM vendor's terms decide it. Most shared-platform CRMs offer an export window after you cancel, then delete your records. SalesCrew switches your instance to read-only, lets you export the full database, and deprovisions only after 90 days, as a step a person triggers.
- How long do CRM vendors keep my data after I cancel?
- The retention window is set per vendor, and it's usually written in the terms of service or the data processing agreement, not on the pricing page. Ask for the number in days, in writing, before you sign. SalesCrew's is 90 days before a person deprovisions the instance.
- Is a database dump better than a CSV export?
- A database dump keeps the links between records, so a contact still points at its deals, notes and tasks. A CSV export splits those into separate files joined by IDs you have to rebuild. SalesCrew gives you both: a full Postgres dump and a CSV of every table.
- Can I export my data before I decide to leave?
- Yes. SalesCrew lets you export the full database at any time, not only on cancellation, and daily backups run on every instance. A monthly export is a good habit, whichever CRM you use.