User Data Deletion Instructions

Data Deletion Instructions for GPTMyBiz

Last Updated: June 25, 2025

How to Delete Your Data

We provide multiple ways to request deletion of your personal data in compliance with GDPR Article 17 (Right to Erasure) and Facebook Platform requirements.

Deletion Request Methods

1. In-Chat Commands:

• Type "delete my data" in the Messenger conversation
• Type "erase my information"
• Type "remove my data"

2. Online Form:

• Visit: GPTMybiz.AI/delete-data
• Complete the form with your Facebook user ID or email
• Submit your request

3. Email Request:

• Send email to: michaelrandazzo@tanning.ai
• Subject: "Data Deletion Request"
• Include: Your Facebook name and approximate dates of interaction

4. Phone Request:

• Call: 586-747-8099 (Weekdays 9am-5pm EST)
• Provide your Facebook name and request data deletion

5. Facebook's Data Deletion Process:

• Use Facebook's "Download Your Information" tool
• Select "Delete Data" for our app
• Facebook will notify us automatically through our deletion callback system

What Will Be Deleted

Immediate Deletion (Within 48 Hours):

• Your Facebook user identifier (sender_id)
• All message content you sent to the chatbot
• All AI-generated responses to your messages
• Conversation timestamps and interaction metadata
• User preferences and personalization settings

Third-Party System Deletion:

• OpenAI: Your message data is automatically deleted after 30 days. We will request immediate deletion for active data.
• Self-Hosted MongoDB: All conversation records permanently deleted from our secure database
• Self-Hosted n8n: All workflow cache and temporary processing data cleared
• Facebook: We will notify Facebook of your deletion request through their required callback system

What May Be Retained

Legal Compliance Data (Anonymous):

• Aggregated usage statistics (no personal identifiers)
• Financial transaction records if payment was involved (legal requirement)
• Security incident logs where legally required (IP addresses anonymized after 90 days)

Cannot Be Deleted:

• Data already anonymized for analytics purposes
• Backup copies for up to 90 days (prevented from restoration to production systems)
• Data required by law enforcement or legal proceedings

Deletion Timeline

Confirmation: Within 24 hours of your request
Identity Verification: 1-2 business days (if required)
Complete Deletion: Within 30 days maximum (typically 5-7 days)
Third-Party Notification: All data processors notified within 48 hours

Verification Process

For Security: We may request verification of your identity before processing deletion requests:

• Confirm your Facebook display name
• Provide approximate dates of your last interactions
• Answer a security question about your conversations

No Excessive Verification: We will not request more information than necessary to confirm your identity.

Deletion Confirmation

What You'll Receive:

• Immediate acknowledgment email or chat confirmation
• Deletion confirmation code for your records
• Status update link to track progress
• Final confirmation when deletion is complete

Confirmation Code Format: Your unique confirmation code: [Generated 8-digit alphanumeric code]

Status Check: Track your deletion request at: GPTMybiz.AI/deletion-status/[confirmation-code]

Technical Implementation

Multi-System Coordination: Our deletion process coordinates across multiple systems:

1. Primary Database (Self-Hosted MongoDB): Immediate deletion of all conversation records with secure wipe procedures
2. AI Service (OpenAI): Request immediate deletion and verify 30-day automatic deletion
3. Facebook Platform: Comply with Facebook's deletion callback requirements
4. Workflow System (Self-Hosted n8n): Clear any cached data or temporary processing files
5. Backup Systems: Flag data as deleted to prevent restoration and secure wipe from backup storage

Verification Steps:

• Database queries confirm data absence
• Audit logs record all deletion activities
• Third-party processors confirm deletion completion
• Backup systems updated with deletion flags and secure wiping

Appeals Process

If Your Request Is Denied:

• We will explain the specific legal basis for denial
• You may appeal by contacting michaelrandazzo@tanning.ai
• Include your original confirmation code
• We will respond within 14 days

Supervisory Authority: You have the right to lodge a complaint with your data protection authority:

• EU residents: Contact your national data protection authority
• Find contacts at: https://edpb.europa.eu/about-edpb/board/members_en
• US residents: Contact Michigan Attorney General's office

Special Circumstances

Account Recovery: After data deletion, you cannot recover your conversation history or preferences. Starting a new conversation will create a fresh profile.

Legal Proceedings: If your data is subject to legal proceedings or law enforcement requests, deletion may be delayed until legal holds are released.

Data Processor Failures: If a third-party processor fails to delete data, we will:

• Notify you immediately
• Take additional technical measures
• Report the incident to supervisory authorities if required
• Provide regular updates until resolution

Frequently Asked Questions

Q: How do I know my data is really deleted? A: You'll receive confirmation from each system (MongoDB, OpenAI, Facebook). You can verify by asking the chatbot - it won't recognize you as a previous user.

Q: Can I delete only some of my data? A: Yes, you can request deletion of specific conversations or date ranges. Contact michaelrandazzo@tanning.ai with specific details.

Q: What if I change my mind? A: Contact us within 24 hours using your confirmation code. After processing begins, deletion cannot be reversed.

Q: Do I need to delete my Facebook account? A: No, this only deletes data from our chatbot. Your Facebook account remains unchanged.

Q: How long do you keep my deletion request record? A: We maintain a record of the deletion request (without personal data) for 3 years to demonstrate compliance.

Emergency Deletion

Urgent Situations: For urgent deletion requests (security concerns, safety issues):

• Email: michaelrandazzo@tanning.ai with "URGENT" in subject
• Phone: 586-747-8099 (Weekdays 9am-5pm EST)
• We will prioritize processing within 24 hours

Contact Information

Data Deletion Support:

• Primary: michaelrandazzo@tanning.ai
• Phone: 586-747-8099 (Weekdays 9am-5pm EST)
• Web Form: GPTMybiz.AI/privacy-contact
• Physical address: Available upon request

Response Times:

• Email: Within 24 hours (business days)
• Chat: Immediate automated response
• Phone: During business hours (Weekdays 9am-5pm EST)