Export and delete
Export contacts to CSV, delete them, restore accidental deletions and handle KVKK/GDPR requests correctly.
2 min read
You can export contact data for reporting or backup, and delete records you no longer need. Because patient data is sensitive, these actions are usually limited to authorised users and should be done with care.
Exporting contacts (CSV)
- Select the contacts you want to export. Narrow the list with a smart list or filter first, then select all with the header checkbox.
- Click Export in the bulk action bar. The file downloads when it's ready (large lists can take a little while).
The file includes custom fields as well as standard ones. If special characters look garbled in Excel, bring the file in via Data → From Text/CSV and choose UTF-8.
Heads up
An exported file contains patient data. Don't email it to personal addresses or leave it in shared folders; delete it when you're done. Give export permission only to people who need it: Roles and permissions.
Deleting contacts
- Select the contacts to delete and click Delete in the bulk action bar. To delete a single contact, you can also use the menu on the contact detail page.
- Check the number of contacts in the confirmation window and confirm with Delete.
A deleted contact's conversations, notes, tasks and opportunities are removed too.
Restoring deleted contacts
- On the Contacts screen, choose Restore from the ⋮ menu in the top-right corner.
- Click Restore next to the contact you want back.
Deleted contacts stay in this list for a limited time (usually 60 days); after that they're permanently deleted. To undo a bulk delete, you can also use the job menu under Contacts → Bulk Actions.
Important
If a record isn't in the Restore list, message our support team on WhatsApp — but records past the retention period can't be recovered.
KVKK / GDPR requests
Clinics treating patients from Europe are subject to GDPR, and clinics in Turkey to KVKK. If a patient asks for their data to be deleted or for a copy:
| Request | What to do |
|---|---|
| "I want a copy of my data" (right of access) | Find the contact, select only them, Export, and send it securely. |
| "Delete my data" (right to erasure) | Delete the contact; it's permanently removed when the 60-day restore period ends. Consider separately any medical records you're legally required to keep. |
| "Stop messaging me" | Instead of deleting, switch on DND on the contact and add a do-not-contact tag, so they won't be messaged even if re-imported. |
Note
This is general guidance, not legal advice. Retention periods for medical records vary by country; agree a policy with your data controller. More in Data privacy.
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