Full data export
A full export is a single ZIP file. Inside are a manifest and, for each kind of record, both a CSV file for spreadsheets and a JSON file for scripts: posts, comments, votes, boards, tags, the tags on each post, workspace members and changelog entries. Both formats are available on every plan, including Free.
Records keep their ids, so votes and comments can be matched to their posts and people. Items in the trash are left out.
- 1Open Settings, then Data.
- 2Under Full data export, choose Start export.
- 3Download the ZIP when it appears in the list of exports.
What is in the ZIP
The ZIP holds 17 files: manifest.json, plus a JSON file and a CSV file for each of eight record types, named posts, comments, votes, boards, tags, post_tags, workspace_members and changelog_entries. post_tags records which tag is on which post. The manifest gives the workspace id, the time of the export and the number of rows in each file.
Each file holds the rows as Looph stores them, with every column, so the CSV headers are the stored field names and ids join the files together: a vote's post_id matches a post's id. A value that is itself a list or an object is written into its CSV cell as JSON, and a record type with no rows gives an empty CSV file. Trashed posts are left out along with their comments, votes and tags.
How long an export is kept
Finished exports are listed on the Data page and expire after seven days, so download the file and store it yourself. There is no scheduled or automatic export to your own storage; take one by hand whenever you need a copy.
For smaller jobs, the admin Posts inbox exports the current view as CSV, and the REST API lets a script pull posts, votes and comments on its own schedule.
Who can export, and what the list shows
Starting a full export needs the Data export & import permission. The owner always has it, admins have it unless the owner turns it off, and members only when the owner grants it. There is no plan requirement; it works on Free.
The export is built while you wait. When it finishes you see Export ready, and it appears in the list with its date and file size. The list shows your 20 most recent exports, each marked Running, Complete, Failed with the reason, or Expired, and Download appears only on a Complete export that has not expired. Each download link works for ten minutes, so choose Download again if one lapses. Once an export expires, its file is deleted. Every export is recorded in the workspace audit log.
One person's data
When a customer asks for their data, an admin can export everything about that person in your workspace from Settings, then Data, or from their entry in People. The same page has Erase user data (GDPR), which anonymises the person's posts and comments and removes their votes, follows and notifications in your workspace.
People can also download all their own data, across every workspace they have used, with Download my data in their profile settings.
Answering a customer's request, step by step
Exporting or erasing one person needs the People permission at the Manage level. The person export holds what your workspace keeps about them: profile name and email, membership, posts, comments, votes, reactions, follows, notification preferences and notifications, activity and rewards, one JSON file each, with a README. Secrets, IP hashes, admin notes, other people's content and anything from other workspaces are left out. Each admin can export up to 10 people an hour.
Erasing applies in your workspace only: the person's posts become anonymous, their comments are replaced with [deleted], and their votes, follows, notifications, activity and rewards are removed. Their account and their other workspaces are not touched. Owners and admins cannot be erased this way; remove them from the team first. If nobody with that email has data in your workspace, nothing is erased and Looph says so.
- 1Open Settings, then Data.
- 2To answer an access request, enter the email under Export one person's data (GDPR access request) and choose Export. The ZIP downloads straight away.
- 3To answer an erasure request, enter the email under Erase user data (GDPR) and choose Erase.
- 4Type ERASE followed by the email address to confirm, then choose Permanently erase.
Deleting a workspace
Only the owner can delete a workspace, from Settings, then General, under Danger zone. To confirm, they type the workspace's slug. Deletion is immediate and permanent: every board, post, comment and member is removed, and it cannot be undone or restored. Any paid subscription is cancelled at the same time, with no refund; if it cannot be cancelled, nothing is deleted. The other admins get an email that the workspace was deleted.
Export before you delete. The ZIP is the only copy you will have afterwards.
Deleting your own account
Anyone can delete their own Looph account from their profile settings, after confirming their identity again. An owner must first transfer ownership of each workspace they own, or delete it.
When an account is deleted, the person's posts stay on the boards but show as anonymous, their comments read as deleted, and their votes, follows, notifications and rewards are removed. Backups age out within 30 days.
Your own data and account, step by step
Download my data gives a ZIP of your profile, posts, comments, votes, follows, notifications, rewards and connections from every workspace you have taken part in, with one JSON file per section. Secrets such as token hashes and reward codes, and other people's content, are never included. You may be asked to confirm it is you first, and you can download it twice an hour.
If you own a workspace, Delete my account lists each one with Transfer ownership and Delete workspace links, and stays unavailable until you own none. Deletion happens straight away: you leave every workspace and your sign-in is closed. Opt-outs from email, and bare ids in security and audit records, are kept.
- 1Open Profile settings and stay on the General tab.
- 2Under Your data and account, choose Download my data and keep the ZIP.
- 3To close the account, choose Delete my account.
- 4Type DELETE to confirm, then choose Delete my account.
A backup routine
Take a full export on a fixed schedule, monthly for most teams, and store it where your other business records live. Because each export expires after seven days on the Data page, put the download into the routine rather than relying on the list.
Before deleting a workspace, take a final export and check that it opens, because the ZIP is the only copy you keep once the workspace is gone.