About inactive accounts

Flexmail automatically deletes accounts that have been inactive for an extended period. This is done to comply with data protection legislation and to keep our systems secure. If your account qualifies, you'll receive advance warning and you'll have time to act before anything is deleted.

This article explains when an account becomes inactive, what happens during the grace period, and what you can do to prevent deletion.

When does an account qualify as inactive?

A Flexmail account is considered inactive when all three of the following conditions apply:

• No campaigns have been sent from the account in the last 12 months
• No API requests have been processed in the last 12 months
• No active paid subscription is on the account

Test accounts follow a different rule: they are automatically deleted after 30 days, without a grace period.

What happens when your account is flagged as inactive?

All users with admin rights in the account receive an email notification. From that moment, the account enters a 30-day grace period.

During the grace period:

• You can still log in and view your data
• You can export your contacts, reports, and other data
• You cannot send campaigns

One week before the grace period ends, all admin users receive a second email reminder.

If no action is taken during the grace period, the account is permanently deleted when the 30 days are up.

What gets deleted?

When an account is permanently deleted, everything in it is removed:

• All contacts and contact history
• All campaigns, templates, and messages
• All reports and statistics
• All payment details and API keys
• All other usage data

Once deleted, the data cannot be restored. Links in emails you've already sent will also stop working for your contacts.

How to keep your account active

If you want to keep your account, the simplest option is to log in and send at least one campaign per year, or maintain an active subscription. You can also contact us directly at sales@flexmail.be and we'll help you find the right arrangement.

What if you no longer need your account?

If you don't need your Flexmail account anymore, you don't need to do anything. Your account will be cleaned up automatically once the inactivity period and grace period have passed.

If you still have data you want to keep, such as contact records, campaign statistics, or templates, make sure to export it during the grace period before the account is deleted.

Can I create a new account after deletion?

Yes. Once an account has been deleted, you can register a new Flexmail account using the same email address. Your previous data will not be available in the new account.

Common mistakes to avoid

Missing the inactivity notification

The warning email goes to all admin users on the account. If staff changes mean the original admins no longer work at your company, those notifications may go unread. Make sure your admin user list is kept up to date so the right people receive account alerts.

Assuming a login counts as activity

Logging in alone does not reset the inactivity clock. Activity is measured by campaign sends and API requests. If you log in to check something but don't send a campaign, the counter keeps running.

Waiting until the last day to export

You have 30 days in the grace period, but people tend to delay. Receiving the first notification email is the signal to export your data straight away, not to wait and see.

Next steps

If you've received an inactivity warning and want to keep your account, the most important things to do are:

• Log in and send a campaign to reset the inactivity clock
• Or reactivate your account with a paid subscription
• If you're not going to keep the account, export your contacts and any data you want to retain before the grace period ends

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