Workspace isolation
Each agency's data belongs to its own workspace. Before Phloz shows or changes anything, it checks that you're a member of that workspace and what your role allows. The database has its own per-workspace access rules as a second layer. It's designed so that other Phloz customers can't reach your data.
With Restricted by assignment, members and viewers see only the clients they've been given access to (see Team, departments & access). The app enforces this and the database backs it up.
Phloz's own systems can reach workspace data to run the service, for example to email your backup or to carry out an export or deletion you ask for.
Exporting your data
Clients, tasks and tracking-health data download as spreadsheets (CSV) from the Export button on each list, and intake submissions from each form. A single client's page has its own export for a clean handoff, contacts included. Viewers can't export.
A full workspace backup is available on every paid plan under Settings → Backup & export: a JSON file with your clients, contacts, tasks, the tracking map, file records (names, and the address of files added as links; uploaded contents stay in Phloz), access grants, plan docs, intake forms and submissions, time entries, tracking-health sign-offs and suppressed audit findings. Tick Email me a backup weekly and every owner and admin gets a copy by email each Sunday at 2 AM in your workspace's time zone. Messages, comments and connected-account tokens aren't in the backup; contact us if you need the conversations.
To restore one, use Import from backup on the same card. It turns a backup file of up to 4 MB into a new workspace you own and never changes the workspace it came from; for a larger file, email contact@phloz.com and we'll restore it for you. A restore brings back the clients, contacts, tracking maps, tasks (with their IDs), recurring tasks, departments, client groups, plan docs, intake forms and submissions, time entries, sign-offs, suppressed audit findings, platform account IDs, files added as links and saved views. It doesn't bring back:
- uploaded files, including intake form uploads (files added as links come back);
- teammates, their client access, department memberships and task watchers (work assigned to you stays assigned to you; the rest comes back unassigned);
- messages, internal notes and task comments;
- the activity log, audit history and tracking map revision history;
- your logo, custom domain, and the Slack and Google connections;
- notification settings, pending invitations and private saved views (a backup you download keeps your own);
- client forwarding addresses: each client gets a new one.
The new workspace starts on the free Starter plan. Clients, recurring tasks and published intake forms past its limits come back archived, paused or unpublished — nothing is deleted — and you can bring them back after upgrading.
Deleting data
You can delete tasks, tracking-map items and other records yourself. Clients can be archived but not deleted; to have one erased, email privacy@phloz.com.
To delete an entire workspace and all its data, email privacy@phloz.com from the owner account. We verify the request, then delete or anonymise the workspace's data within 30 days and cancel any active subscription. Export first if you want a copy: deleted data isn't restored, and backup copies are purged on our normal backup cycle.
What we collect
On phloz.com and in the app, Google Tag Manager and Google Analytics measure visits, sign-ups and upgrades, and Vercel Analytics counts page views. In the app, PostHog shows us which features get used and may record sessions (what you type into fields is hidden), and Sentry reports errors. When something breaks in the app, Sentry may keep a short screen recording with all text, typing and images hidden.
You choose whether PostHog runs: in the cookie banner on phloz.com, or under Settings → Privacy & cookies in the app. Until you allow analytics, PostHog doesn't load. Google's tags run in consent mode, without their cookies, until you allow analytics in the EU, the UK, Switzerland and Quebec, or when your browser sends Global Privacy Control; elsewhere they set their cookies unless you turn analytics off. Turning analytics off stops PostHog straight away and deletes what it stored.
Our analytics record how Phloz is used: which pages you open and which features you use (for example, "added a GA4 property to a tracking map"). PostHog doesn't receive the text you type into Phloz's search boxes; the page addresses Google Analytics records can include it. We don't record the contents of your client records, contacts, notes, messages or files. That data is yours; we store it to run the service.