SalesThumb's data export policy: your data is yours, you can get it any time, in usable formats, without questions.
This article documents what you can export today — for backups, for auditors, for switching platforms (we hope you don't, but if you do, we make it easy) — and how.
What you can export
From Settings → Data Export, on-demand as CSV or JSON:
- Customers — contact details, addresses, lifetime totals
- Appointments — all-time schedule history
- Invoices — quotes + invoices with totals
- Payments — every recorded payment (cash, card, ACH, etc.)
- Vehicles — customer-owned vehicles with VIN + plate
Each of those five is a one-click CSV or JSON download, with a live record count shown before you click. Separately, you can also pull your full audit log as CSV — every change made to the shop (who, what, when) — for compliance use.
Photo archives, warranty-record exports, message-history exports, and inventory exports aren't part of this data-export flow today; if you need one of those for a specific reason, contact info@roffik.com.
All exports include the original timestamps and identifying IDs so the data is portable to any other system.
How to export
Settings → Data Export. Under "On-demand exports," click CSV or JSON next to any of the five data types — the file streams straight to your browser, no waiting.
Each export is capped at 50,000 rows. If a shop has more records than that in one entity, that download returns an error asking you to contact support for a larger one-time pull — there's no automatic background/email fallback for oversized on-demand exports today.
Schedule automatic exports
If you want recurring exports without clicking through manually each time:
1. Settings → Data Export → "Schedule new export" 2. Pick the entity (Customers, Appointments, Invoices, Payments, or Vehicles), format (CSV or JSON), and frequency — Daily, Weekly, or Monthly 3. Enter the destination email address 4. Save
Scheduled exports are delivered by email only — there's no S3/GCS/Azure/Dropbox/Google Drive upload option today. The delivery cron runs overnight; you can also hit "Run now" on any scheduled export to fire it immediately instead of waiting for the next cycle. Each scheduled export can be toggled on/off or deleted from the same page, and shows its last-run status.
Export formats
- CSV (UTF-8) for the customer/appointment/invoice/payment/vehicle exports and the audit log. Opens cleanly in Excel, Google Sheets, Numbers, and any database importer.
- JSON is also available for the same five entities — pick it from the format dropdown on-demand or when scheduling.
If you use QuickBooks Online, that's a separate one-way sync (Settings → Integrations → QuickBooks Online) that pushes paid invoices directly — see Exporting financials to QuickBooks — rather than a file format inside this export flow.
If you need a one-off pull in a format we don't support natively (XML for a legacy system, a proprietary tool format), contact info@roffik.com and we'll see what we can do.
Data ownership policy
To make this unambiguous: we don't own your data. You do. Specifically:
- We never sell your customer data to anyone, for any reason.
- We never use your customer data to train AI models (your data, your privacy).
- If you cancel SalesThumb, your data remains accessible for 90 days for export. After 90 days it's deleted from active systems and from backups within an additional 180 days.
- If you need an extended grace period (acquisition, audit, lawsuit), contact us — we'll accommodate with documentation.
- We respond to data-portability requests in any country with applicable law (GDPR, CCPA, etc.) within the required timeframes.
If any of this isn't satisfactory for your compliance needs, talk to us. We've worked with shops with unusual requirements (PCI compliance, HIPAA-adjacent, government contracts) and we'll meet the standard.
What we keep after you cancel
After 90 days post-cancellation, we keep only:
- Aggregate anonymized usage statistics (no PII).
- Financial records required by US tax law (7-year retention for our own accounting).
- Records required by payment processors (separate retention rules).
Nothing personally identifying. Nothing about your customers. Nothing about your business operations.