Short answer
Export your records before you give notice, while you still have full access. Of the 13 software providers' published terms we read, five mention a 30-day period after the contract ends. Several others say your data may be deleted, or your access ends, when the contract ends. Your signed agreement may differ from the online version, so check it first.
You don't need to export anything to get started
To find out whether your records may be worth a closer look, your team size and years in business are enough. This guide is for keeping a copy of what your software holds, especially before you change systems or cancel. For how licensing works, read how to sell or license your logistics company's data to AI developers.
What the published terms say
Your software may hold years of loads, shipments, invoices and documents. Here is what each provider's online terms say happens to that data when you leave.
| Vendor | What the published terms say | Source |
|---|---|---|
| AscendTMS | If you cancel a Premium account, it keeps working until the end of the current billing cycle. "The account will not be deleted, but will revert to the Basic account status," and Premium services stop. If the account has more than 2 users, only the first 2 registered can log in. | Terms of Use, section 10 (no date shown) |
| Descartes | "Customer is responsible for exporting Customer Data prior to expiration or termination." Descartes "may, at its sole and absolute discretion and subject to a one-time fee," give time-limited access after termination for exporting, where commercially reasonable and supported, if you are current on fees. | Online Subscription Terms for SaaS Services, section 5.6 (last updated February 25, 2026) |
| GoFreight | The provider "has no obligation to retain your data" and your data "may be irretrievably deleted after 30 days following the termination of the agreement and Order Form." | SaaS Agreement (Version 3.0), section 9.5 |
| Magaya | "Customer Data may be exported at any time during the term of the Agreement." Magaya "will not delete Customer Data for up to 30 days after termination or expiration of the Agreement," may help you export in that period at its standard hourly consulting rate, and then has the right to delete it. Paid storage "may be available." | End User License Agreement, "Your Data" (last revision May 21, 2026) |
| Mandata | Mandata "shall, by request of the Customer, return any Customer Data." If you don't ask, it is deleted in line with Mandata's retention periods, which "shall be no shorter than 30 days." | Sales contract, cloud version, clause 15.9.4 (file name dated 17.07.24) |
| Motive | After termination, "Motive will have no obligation to maintain Customer Data and may delete any copies of Customer Data." | Terms of Service, section 8.4 (effective July 7, 2025) |
| Rose Rocket | "Rose Rocket will make all Customer Data available to Customer for electronic retrieval for a period of thirty (30) days," then it "may, but is not obligated to, delete stored Customer Data." | Terms of Service, section 7.2 (last updated October 1, 2025) |
| Samsara | You may export Customer Data at any time during the term, through the dashboard or API, though "some information may not be exportable." If your license ends and you don't renew, or data has been stored beyond Samsara's retention policies, "the applicable Customer Data may be immediately deleted." | Terms of Service, section 8.1 (last updated June 2026) |
| ShipBob | "Your Content may be permanently deleted by ShipBob upon any termination of your Account." ShipBob "shall reasonably cooperate to transition services to you or your designee." | Terms of Service, clause 14.3 (last revised May 22, 2026) |
| ShipHero | If you have paid all fees and ask within 30 days after termination or expiration, ShipHero will give you temporary access to retrieve, or copies of, your Customer Data and Materials. It "may withhold access to the Customer Data and Materials until You pay any Fees owed to us." After 30 days it may delete them. | Terms of Service, section 20(e) (last updated October 9, 2026) |
| Tai TMS | "You will be allowed to extract data or content using tools available within the Services." Extra help costs "a predetermined prepaid additional fee." After termination, if all payments are made, Tai allows access "for backup or archival purposes for a limited time as reasonably determined by Tai." | Terms and Conditions, section 11 (no date shown) |
| Trimble Transportation | "You will not have access to Transportation Data after termination or expiration of the Subscription term," unless your Order Form, Supplemental Terms or Documentation say otherwise. You are "solely responsible for archiving copies of Transportation Data if deemed necessary by you," and data "may be deleted from our systems following termination of the Agreement." Migration help needs a written statement of work (SOW) and "may be subject to additional fees." | Master Terms and Conditions, sections 2.1 and 7.1 (last updated June 26, 2026) |
| Turvo | You "may not terminate your subscription term for convenience." "Account termination may result in destruction of any Content or User Submission associated with your account." If Turvo ends your account, it "will try to provide advance notice" so you can retrieve important content. | Terms of Service (effective February 24, 2026) |
These are the online versions, read on October 18, 2026. Your signed agreement or order form may differ. Some providers, such as Revenova, don't publish their customer terms at all.
What to do before you give notice
- Export while you still have full access. Do it before you give notice, not after. Exports often need an administrator's permissions, so check who in your business has them.
- Check your signed agreement. Look for what it says about returning data, export help, fees and deletion. The online terms above may not be the version you signed.
- Ask for the vendor's export or archive options in writing. Several of these terms mention paid help or access: a prepaid fee (Tai), an hourly consulting rate and paid storage (Magaya), a one-time fee for time-limited access (Descartes), or a statement of work that may carry fees (Trimble). Ask what's available, in what format, at what price and by what date, and keep the reply.
- Export documents and attachments separately. A report export may not include the files attached to records, such as proofs of delivery, rate confirmations or scanned invoices. Check what your exports contain, and download the files on their own if you need to.
- Keep your account paid up until you're done. ShipHero's, Tai's and Descartes' terms link access after termination to fees being paid.
Step-by-step export guides
We've written guides for some systems:
- How to find and export your Samsara data
- How to find and export your Motive data
- How to find and export your AscendTMS data
- How to find and export your Tai TMS data
- How to find and export your GoFreight data
- How to find and export your Infor WMS data
- How to find and export your ShipHero data
- How to find and export your Mintsoft data
- How to find and export your Extensiv data
If your business has closed or is winding down, see Selling or licensing the data of a closed or bankrupt logistics business for what to check first.
Questions about canceling logistics software
How long will my software provider keep my data after I cancel?
It depends on the provider and your contract. Of the terms we read, Rose Rocket, Magaya, ShipHero and GoFreight mention 30 days, and Mandata says its retention periods are no shorter than 30 days. Samsara, Motive, Trimble, Turvo and ShipBob say your data may be deleted, or your access ends, when the contract ends.
Will I have to pay to get my data out?
Possibly, if you need help or access after the contract ends. Tai, Magaya, Descartes and Trimble all mention fees for this in their terms. Exporting with the built-in tools before you cancel may avoid these costs.
What if my business has already closed?
If you can still log in, export what you can straight away. See the closed or winding-down page for what else to check.
Do I need to sort out my records first?
No. Start by filling in our short form with your team size and years in business. Rough numbers are fine. If you are about to cancel or switch software, export your records first.
Insightlanes.com is not affiliated with or endorsed by any of the software providers named on this page. Product names are trademarks of their owners. This guide is general information, not legal advice.
Sources
- AscendTMS Terms of Use: section 10 on cancellation (no date shown)
- Descartes Online Subscription Terms for SaaS Services (last updated February 25, 2026, version ODSG26.1): section 5.6 on export before termination and paid access afterward
- GoFreight Software As A Service Agreement (Version 3.0): section 9.5 on deletion after 30 days
- Magaya End User License Agreement (last revision May 21, 2026): "Your Data" on export during the term, the 30 days after termination, consulting rate and paid storage
- Mandata sales contract, cloud version (PDF) (file name dated 17.07.24): clause 15.9.4 on return and deletion
- Motive Terms of Service (effective July 7, 2025): section 8.4 on Customer Data after termination
- Rose Rocket Terms of Service (last updated October 1, 2025): section 7.2 on the 30-day retrieval period
- Samsara Terms of Service (last updated June 2026): section 8.1 on export during the term and deletion without renewal
- ShipBob Terms of Service (last revised May 22, 2026): clause 14.3 on deletion and transition
- ShipHero Terms of Service (last updated October 9, 2026): section 20(e) on retrieval of Customer Data
- Tai Terms and Conditions (no date shown): section 11 on extraction, fees and access after termination
- Trimble Transportation Master Terms and Conditions (last updated June 26, 2026): sections 2.1 and 7.1 on access, archiving, migration and deletion
- Turvo Terms of Service (effective February 24, 2026): termination and Content on termination
- Revenova Terms of Use (last updated July 2014): customer agreement not published