Personal data in portierX has a set life: it starts with a person, stays as long as your organisation needs it, and is replaced after a period your organisation sets. This page is written for data protection officers and the Organisation Admin.
Also called: GDPR, deletion policy, right to erasure, subject access request.
A person's record: name, email, mobile, date of birth, company, tags and the other fields your organisation keeps.
The audit log: who did what and when, with names.
Handover receipts and stored documents: who received which key or card, and how they confirmed it.
A person who leaves gets a status and an end date. Their record stays with all its details until someone deletes it. That keeps on record which keys they held and when they returned them.
The Organisation Admin deletes a person under People. The person disappears from the lists. Their details stay for the period your organisation set under Settings, Data Protection, at least 30 days, 1 year by portierX default. After that, the nightly run replaces name, email, mobile, date of birth, company and tags with a name such as Deleted person 4F7K. Audit log entries stay and show that name. Handover receipts and stored documents are kept as they are. How the periods are set is on Set how long records are kept.
The nightly run deletes audit log entries once they are older than your organisation's period, at least 180 days, 10 years by portierX default.
A person's record shows what portierX holds about them. The Organisation Admin and the Access Manager export a person's history as a CSV or Excel file; see Show who had access and when. The other exports are on Export data from portierX.
When two records of the same person are merged, the retired record stays with its history, and the merge can be undone. It is not a way to remove data. How it works is on Merge people who are the same person.
If a person's details must go before the period ends, the Organisation Admin writes to [email protected]. portier removes the details and confirms it in writing.
When the contract ends, portier deletes all of your organisation's data in portierX on written request: the records, the stored files, and the user accounts that belong to no other organisation. The written confirmation says what was deleted and where a copy still exists:
Database backups keep a copy for at most 7 days.
Application logs are kept for 14 days.
The services that deliver messages to your users keep their delivery records under their own retention.
HR files your organisation placed in its SFTP drop folder are removed by portier on a separate request.
portier keeps a record that the deletion happened, with the counts and no personal data, and the log of actions taken on your organisation's account. Names and email addresses are removed from it. An invitation entry still carries the address the invitation was sent to.
The Organisation Admin sets the periods. Nothing shorter than 30 days for a deleted person's details, or 180 days for the audit log.
Replaced details and deleted entries cannot be restored.
A person who has only left keeps their details until they are deleted.
Only the Organisation Admin deletes people.
