When the Qualtrics license expires, is there still a grace period that allows users to log into their accounts and export data? | XM Community
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When the Qualtrics license expires, is there still a grace period that allows users to log into their accounts and export data?

  • November 11, 2025
  • 2 replies
  • 38 views
T
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Hello! I am the Qualtrics Brand Administrator at a university. Due to budget constraints, our university has decided not to renew the Qualtrics license. Our license will expire on January 2, 2026. Some of our users have surveys that will run until December 31, 2025.

January 1, 2026 is a public holiday, and many people will also be on leave on January 2, so they may not be able to log in and export data in time. For this reason, I contacted the Qualtrics Support Team to inquire whether our users would still have a specific period after the expiration date to export data. I was told that there would be a 45-day period after the expiration date during which users could log in and retrieve their data. However, when I confirmed this with our Account Director today, I was informed that after the expiration date, users would no longer be able to log in or retrieve data, and we were asked to ensure that our users back up their data before the expiration date.

These two completely different answers have left me very confused. I would like to ask whether Qualtrics has a relevant compassionate policy that would allow our university's users to log into their accounts and export data during a grace period after the expiration date? After all, we are only unable to renew the license due to budget issues, and there is still a possibility that we will purchase Qualtrics again in the future.

    2 replies

    MatthewM
    Level 6 ●●●●●●
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    • MatthewM
    • Level 6 ●●●●●●
    • 1085 replies
    • November 11, 2025

    Hi. I don’t know if this is something that any members of the user community can answer. I think your account exec would have the most reliable answer, but at the same time, they would also be in the best position to provide any extension that allows users to access their data after the license expires if you were to pursue that request.

    T
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    • treesandforest
    • Author
    • 1 reply
    • November 12, 2025

    Hi. I don’t know if this is something that any members of the user community can answer. I think your account exec would have the most reliable answer, but at the same time, they would also be in the best position to provide any extension that allows users to access their data after the license expires if you were to pursue that request.

    Hi Matthew! Thank you so much for your reply and suggestions! Actually, the reason I raised this question is that I was hoping Qualtrics could provide an explanation regarding the policy on users retrieving their data after the license expires, as I haven't been able to find any information about the relevant policy.

    During my communication with the Account Director, I already raised the request for a grace period to allow our users to retrieve their data after license expires. The response I received was that if users need to retrieve their data after the license expires, our university would need to pay a minimum charge for each relevant user to enable data retrieval. Given our university's tight financial situation, it's really difficult for us to afford this. Of course, I understand that the Account Director is acting in the best interests of the company, but at the same time, this creates a very poor experience for the client.

    Now, all policy information is solely in the hands of the Account Director, and clients have no way to look it up themselves—we can only plead for the Account Director's grace in providing a grace period.


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