Watchpost Data Deletion Instructions

Key points

This summary is for convenience; the numbered clauses govern.

1. About these instructions

1.1 XYZ Sdn Bhd (Company Registration No. 202601000000), of Malaysia ("Watchpost", "we"), publishes these instructions. They explain every way to delete data held by the Watchpost service, and what we keep and why. They are the data deletion instructions and status page we register with Meta, and they also cover TikTok, Google and X.

1.2 They implement the Retention Principle and the withdrawal of consent under the Personal Data Protection Act 2010, as amended in 2024 ("PDPA") (ss.10 and 38); erasure under the EU and UK GDPR (Art. 17); retention limitation under Singapore's Personal Data Protection Act 2012 (s.25); and the Platform Terms' deletion rules.

1.3 Read them with our Privacy Policy (sections 10 and 14), Terms of Service (clause 26) and Data Processing Agreement ("DPA") (clause 13). These instructions describe the deletion steps and periods in detail. If another Watchpost document describes a deletion step differently, tell us and we will apply whichever is more favourable to you, where the law allows.

2. Definitions

2.1 "Account", "Connected Account", "Customer Content", "Member", "Platform", "Platform Data", "Platform Terms", "Workspace" and "Workspace Owner" have the meanings in clause 2 of our Terms of Service. In addition:

3. Disconnect a channel

3.1 Who. A Workspace Owner, Admin or Editor.

3.2 How. Open Channels, open the channel and choose Disconnect. Watchpost warns you about posts scheduled for it, and may ask for your password or two-factor code.

3.3 What happens:

(a) Tokens are deleted immediately, so Watchpost can no longer act for that account. To end the access at the Platform too, revoke Watchpost there (clause 5).

(b) Cached Platform Data stops updating, and we delete it within 24 hours of the disconnection. After a Meta deletion request we delete it at once (clause 6).

(c) Scheduled posts for the channel are held, not published. Your captions, media and post drafts stay until you delete them.

(d) Our security log records who disconnected the channel and when (clause 8). It contains no Tokens.

3.4 Reconnecting. Watchpost fetches your history again as far back as the Platform allows. Snapshots that were deleted cannot be restored.

3.5 Several Workspaces. Each Workspace connected to the same Platform account holds its own Tokens. Disconnect it in each, or revoke Watchpost at the Platform (clause 5).

(PDPA s.10; Meta Platform Terms s.3(d); YouTube API Services Developer Policies III.E.4; X Developer Agreement s.IV.B.)

4. Delete a Workspace or your Account

4.1 First. Export what you want to keep in Settings: your personal data export (a machine-readable data file plus an archive of the media you uploaded) and analytics (CSV) (PDPA s.43A). If you need a copy of a whole Workspace, email us before you delete it and we will help. To keep a Workspace you own after deleting your Account, transfer its ownership to another Member.

4.2 Delete a Workspace (Workspace Owner only). In the Workspace's Settings, choose Delete workspace, type the Workspace name, re-authenticate if asked and confirm. This starts a 14-day Deletion Window, and we email the Workspace Owner the Permanent Deletion date. Its Subscription's renewal stops at once, and the Subscription ends at the end of the current billing period at the latest (Refund and Cancellation Policy clause 4.5).

4.3 Delete your Account. In Settings → Legal & data, choose Delete account, type your email address, re-authenticate if asked and confirm. You cannot delete your Account while you own a Workspace that has other Members: transfer its ownership or remove them first. Every Workspace you own alone is deleted with your Account. In Workspaces owned by others your membership ends; content you created there belongs to that Workspace.

4.4 On confirmation:

(a) Workspace deletion: Members lose access to the Workspace, nothing more is published from it (its scheduled posts become post drafts), analytics syncing stops and every Connected Account in it is disconnected under clause 3, so its Tokens are deleted at once.

(b) Account deletion: you are signed out everywhere, the renewals of the Workspaces you own alone are stopped and we email you the Permanent Deletion date. Those Workspaces keep working during the Deletion Window, so that cancelling restores everything as it was; to stop publishing at once, disconnect their channels or delete the Workspaces first. When the Deletion Window ends, their Connected Accounts are disconnected under clause 3 (and their Tokens revoked at the Platform where it allows) before the data is deleted.

4.5 Cancelling.

(a) Account deletion. For the 14 days of the Deletion Window you can sign in and choose Cancel deletion. This restores everything as it was, and switches renewals back on unless you had cancelled the Subscription yourself.

(b) Workspace deletion. For the 14 days of the Deletion Window the Workspace Owner can choose Cancel deletion in Watchpost. This restores the Workspace's posts, media, Members and settings, and switches renewal back on unless the Subscription had already been cancelled. Its channels were disconnected, so reconnect them to resume publishing. Posts whose time passed during the Deletion Window are not published late, so reschedule them.

4.6 Permanent Deletion.

(a) Account. When the Deletion Window ends, we permanently delete your Account Data and every Workspace you own alone (including Workspaces you deleted earlier), with their team data, Customer Content and remaining Platform Data, except Retained Records.

(b) Workspace deleted on its own. When its Deletion Window ends, we permanently delete its team data, Customer Content and remaining Platform Data, except Retained Records. If the Workspace Owner's Account is permanently deleted first, (a) applies.

(c) We record each disposal (Personal Data Protection Regulations 2013 ("PDP Regulations") reg. 7; Personal Data Protection Standard 2015).

(PDPA s.10; GDPR Art. 17; Singapore PDPA s.25; Terms clauses 26.5–26.6; DPA clause 13.)

5. Revoke Watchpost in a Platform's settings

5.1 You can revoke Watchpost's access at any time in a Platform's own settings. This ends access for every Workspace connected to that account.

5.2 What we do. For Facebook, Instagram and Threads, clause 6 applies. For other Platforms, the Tokens stop working as soon as you revoke. When we learn of the revocation, from the Platform or from our regular connection checks, we mark the channel "Needs reconnection" and notify the Workspace in Watchpost. Its scheduled posts cannot be published until it is reconnected. We delete its Tokens and Cached Platform Data within 7 days of the revocation. To have them deleted sooner, disconnect the channel (clause 3).

5.3 Google. After you revoke, we delete stored YouTube and Google Business Profile data within 7 days (clause 5.2). While a channel stays connected, we refresh or delete YouTube API data older than 30 days, and we delete Google Business Profile content older than 30 days (YouTube API Services Developer Policies III.E.4). Removing Google Sign-In access does not delete your Watchpost Account (use clause 4).

5.4 TikTok. If TikTok ends our access, we delete all TikTok data we hold, including from our servers (TikTok Developer Terms s.VI).

5.5 X. Connecting X accounts is currently switched off. If we hold X content and it is deleted, protected, suspended, withheld or modified on X, we delete or update our copy within 24 hours of a written request from X or the account owner (X Developer Agreement s.IV.B). Owners may write to [email protected].

6. Meta Data Deletion Requests (Facebook, Instagram, Threads)

6.1 How it reaches us. When you remove Watchpost in your Facebook, Instagram or Threads settings and ask for your data to be deleted, Meta sends us a deletion request automatically. The request is digitally signed by Meta and contains only the ID that Meta uses for you within Watchpost (an "app-scoped" ID). If Meta only tells us that you removed Watchpost, without asking for deletion, we delete the Tokens at once and treat it as a revocation under clause 5.2.

6.2 What we do:

(a) Check that the request really comes from Meta, by verifying its signature, and that it was issued recently. We reject invalid or forged requests and log each rejection without storing its contents.

(b) Find every Connected Account, in any Workspace, linked to that ID.

(c) Delete at once their Tokens and Cached Platform Data, and disconnect them. Their scheduled posts are held, not published.

(d) Notify each affected Workspace that the channel was disconnected, so that agencies can tell their clients (Meta Platform Terms s.5(b)).

(e) Reply to Meta with a link to our status page and a unique confirmation code. Meta shows both to you.

6.3 Status page. The confirmation code is random and holds no personal data. Open Meta's link, which is our website address followed by /data-deletion/ and the code; you can also type that address yourself. The page shows only dates and a status: In progress, Completed (the data linked to that ID has been deleted), No data found (nothing is linked to that ID) or Needs attention (we could not finish automatically and will complete the request by hand). If you see No data found but believe we still hold data about you, for example because you connected Instagram without Facebook, email [email protected] with your code and we will find and delete it. If the law ever required us to keep some of the data, we would tell you what we kept and why (clause 8).

6.4 Not deleted. Watchpost Accounts use email or Google sign-in, not Facebook Login, so a Meta request does not delete a Watchpost Account (use clause 4). Captions and media a Workspace's team created stay with that Workspace as Customer Content; ask the Workspace Owner, or use clause 7.

(Meta Platform Terms ss.3(d) and 5(b); Meta's data deletion callback rules.)

7. Ask us by email

7.1 When. If you cannot sign in, are not a Watchpost user, or prefer email, write to [email protected] with the subject "Deletion request", saying what to delete: your Account, a Workspace you own, or a channel's data.

7.2 Identity verification. We act only on verified requests, so nobody can delete another person's data. We will: (a) reply to the Account's registered email address asking you to confirm, or ask you to sign in; (b) if you no longer control that address, ask only for information the account holder would have, such as Workspace names or a recent invoice's date and amount; and (c) act on a Workspace only on its Workspace Owner's instructions. We never ask for your password, full card number or two-factor codes, and use verification details only for that request.

7.3 Timing. We acknowledge your request and reply within 21 days. If we need more information we say so promptly; for UK requests the time limit pauses until we receive it (UK GDPR Art. 12(3), as amended by the Data (Use and Access) Act 2025). Once you are verified, we start the process in clause 3, 4 or 5 and tell you when the data will be permanently deleted.

7.4 If we keep data, we explain in writing what and why, and how to complain (GDPR Art. 12(4)).

7.5 Data in a business's content. If your personal data appears in a Watchpost customer's posts, media or analytics, that customer controls it and we are its processor. Contact the business first; if you contact us, we pass your request on without undue delay and help it respond (PDPA s.4; GDPR Art. 28(3)(e); DPA clause 10).

8. What we keep, and why

8.1 After deletion we keep only these records, separately and with restricted access, for their stated purpose. When the period ends, we delete them.

8.2 Held by others. Our payment processor keeps its own payment records as an independent controller, under its own privacy policy. Platforms keep what you published under their own policies; delete posts on the Platform itself. Our other service providers, in the categories listed on our Sub-processors page, delete data on our instructions under their contracts. The current list of named providers is available on request at [email protected].

9. Contact, complaints and changes

9.1 Contact. [email protected] reaches our Data Protection Officer (subject "Privacy" or "Deletion request") and takes legal notices. You can also use our Contact page. Post: Malaysia.

9.2 Complaints. You may complain to Malaysia's Personal Data Protection Commissioner (https://www.pdp.gov.my) (PDPA s.104), your EEA data protection authority (GDPR Art. 77), the UK Information Commissioner or Singapore's Personal Data Protection Commission; see Privacy Policy section 20.

9.3 Other countries. Wherever you live, you keep the rights your local law gives you, and you may contact us to use them. Where the law requires us to appoint a representative in the European Union or the United Kingdom, we will publish its details here. Until then, contact us at [email protected].

9.4 Changes. We update the version and date of this page on every change, and give notice in the Service before any change that lengthens a deletion period.

10. Version history

XYZ Sdn Bhd (Company Registration No. 202601000000) · Malaysia · [email protected] (including our DPO)