Audit trail and personal data

Seloria records who did what and when across every record. This page covers how to take all of your data with you, how to delete the organization, how to get the audit history out, and how to answer a data subject request about a person.

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Exporting the whole organization

Settings → Company profile → Export organization produces a single Excel file with everything your organization holds in Seloria, one sheet per table: requests, RFx, quotes, awards, purchase orders, goods receipts, invoices, budgets, projects, suppliers and their contacts, users, catalogs, settings and the full audit history. A README sheet explains the layout and lists how many rows each sheet has; IDs link the sheets to one another.

• Admin only. The organization always comes from your session — you can only export your own.
• It runs in the background. You can leave the page; we email you when the file is ready. The table under the button shows each export with its date, status and size.
• Available for 7 days. The download link is generated on demand and expires after a few minutes; after 7 days the file itself is deleted and you can generate a new one. Up to five exports per day.
• Supplier tax IDs, phones and emails are stored encrypted; the export gives them to you decrypted — it’s your copy.

What the export does not include:

• The attachment files themselves (PDFs, drawings, images). A _files sheet lists every attachment with the record it belongs to, its name and where it is stored. Download the files you need from the app before deleting the organization.
• Passwords, access tokens and one-time links (approval and PO acknowledgement links), sessions, IP addresses and browser user agents.
• The queue of emails Seloria sent on your behalf, in-app notifications and internal platform counters.

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Deleting the organization

An admin can delete the organization from the Danger zone at the bottom of Settings → Company profile. It is as easy to leave as it was to join — no call, no retention offer — but it is not instant:

1. Confirm. The dialog shows what will be deleted, with real numbers (users, suppliers, requests, RFx, purchase orders, invoices, budgets, attachments). You type the organization’s exact name and tick a box to confirm you understand.
2. Open purchase orders block it. If any purchase order is not closed or cancelled, you are told which ones and cannot continue. Close or cancel them first — they are live commitments with a supplier.
3. Grace period of 14 days. The deletion is scheduled, not executed. During the grace period the organization keeps working normally so you can export your data. Everyone in the organization sees a banner with the deletion date, and admins get Cancel deletion in place of the delete button.
4. Emails. Every admin is emailed when the deletion is scheduled, 48 hours before it runs, and if it is cancelled.
5. Deletion. When the grace period ends, Seloria permanently deletes all of the organization’s data, its stored files and the sign-in accounts of its users.

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What Seloria keeps after deleting the organization

To help if you come back, or if you ask us to look something up later, Seloria keeps an internal archive for two years from the deletion date:

• The audit history — every recorded action, with who did it (as an internal user ID) and when. IP addresses, browser user agents and names or emails copied into the log entries are removed.
• The organization’s identity — its name, country, key dates, and its admins and users with their email addresses. This part is encrypted.

The archive is not reachable from the app or by any customer account; only Seloria can read it, and only to answer a request from you. After two years it is deleted automatically. Nothing else is kept: purchase orders, suppliers, quotes, invoices, attachments and settings are gone for good. What remains after that is a minimal record that an organization with that ID was deleted, when, and how many records it had — no business data and no personal data. If a new purchase order is opened during the grace period, the deletion waits until it is closed or cancelled.

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Backups

Seloria keeps encrypted backups of the database for 30 days, stored in Europe, only to recover from a system failure. Backups older than 30 days are deleted automatically, so data that is permanently removed — for example when an organization is deleted — disappears from the backups no later than 30 days after the deletion.

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Exporting the audit trail

Settings → Security exports the organization’s audit history to Excel or CSV. The export covers every record type — requests, RFx, purchase orders, receipts, invoices, budgets, suppliers, settings changes. This card exports the available history without a date-range selector. Each row carries the action, the record it happened on, who did it and when. This is what you hand an auditor who asks how a particular purchase was decided. Exporting is available to Buyer, PM and Admin when the Audit export module is included in the plan (Team). Requestors and storekeepers do not see the export card. A single export returns at most 50,000 rows, newest first; a limit message indicates when this ceiling is reached.

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How long the audit trail is kept

Audit history is kept while your organization is active, and you can export it at any time. A scheduled job runs on the first of every month and removes very old activity (more than seven years) across the whole organization. If an admin deletes the organization, its audit history moves to Seloria’s internal archive for two years from the deletion date and is then deleted.

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Signing a user out of every device

Settings → Users lets an admin force a person out of all their sessions. Use it when a laptop goes missing or someone leaves — deactivating an account stops future sign-ins, but forcing a sign-out ends the sessions already open.

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Right of access — exporting a person’s data

For a data subject access or portability request, Settings → Users → Export data produces a downloadable JSON file with everything Seloria holds about that person: their profile, the content they authored, and an index of the records they created. It is admin-only, limited to your own organization, and read-only — running it changes nothing.

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Right to be forgotten — erasing a person

Settings → Users → Erase personal data removes the person’s identifying information. What it actually does matters, so be precise with whoever is asking:

• It anonymizes rather than deletes. Name, email and avatar are scrubbed from the user record and from the sign-in account, and the person is deactivated and marked as anonymized. Their name is also scrubbed from messages they sent.
• Business records are kept, with the authorship depersonalized. The purchase orders, approvals and receipts they were involved in continue to exist — you cannot erase a purchase because the buyer asked to be forgotten, and no auditor would accept it if you could.

Both the export and the erasure are themselves written to the audit trail, so you can prove the request was honoured and when. Deleting a single person is different from deleting the organization: erasing a person keeps every business record, deleting the organization removes all of them.

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Related

• Security — sign-in, two-factor and how data is protected.
• Roles and permissions — who can reach what in the first place.