Nanny Agency JobsPlan export, access removal, retention evidence and a replacement workflow before ending an agency AI service.
Inventory what the service holds
Before cancelling, list the actual product features used: chats, uploaded files, search indexes, integrations, outputs, logs and staff accounts. Identify which records the agency must keep for ongoing work and which are merely copies. Ask the vendor for the policy and contract terms that apply to this account and each data type.
The original vendor-question guide helps at intake. Offboarding tests whether the answers still hold when work must leave the service. The UK ICO’s recruitment guidance raises data handling questions for AI procurement; US agencies should assess their own applicable rules and terms.
Export and verify only needed records
Request the documented export format and deadline. Test with fictional data first. For real records, use the agency’s approved transfer and storage controls, restrict access and reconcile counts and key fields against the source. Do not send a broad candidate export to an employee’s personal email or an unapproved spreadsheet.
Fictional example: an agency expects 40 active task notes but an export contains 36. The owner pauses cancellation, identifies four notes stored in a separate feature and documents the recovered set. A successful download alone would not have shown the gap.
Remove access and ask about residual copies
Disable integrations, revoke tokens, remove staff access and review connected accounts in both the vendor and agency systems. Record who performed each step and what evidence is available. Ask how deletion requests cover primary storage, uploaded files, derived indexes, logs and backups, including exceptions and timelines.
A disabled account or vanished dashboard does not prove immediate permanent deletion. Obtain the vendor’s applicable policy and any available confirmation; keep unresolved claims labelled unresolved rather than promising candidates that every copy disappeared at once.
Rebuild the workflow and close the loop
Put ownership, candidate updates and review records into the approved replacement process before retiring the old one. Check open cases for duplicate or stale drafts. Schedule a later verification of vendor commitments and outstanding invoices or access requests.
The exit is complete operationally when authorized staff can continue the work, the needed record is reconciled and access changes are evidenced. Retention or deletion may have a separate documented timeline.