How long portierX keeps records about people is set by the Organisation Admin under Settings, Data Protection. The page holds two periods: one for the audit log and one for a deleted person's details. Each night portierX deletes or replaces what is older.
Also called: retention period, deletion period, data retention policy.
The two periods
Period | What happens at the end | portierX default | Shortest period |
|---|---|---|---|
Audit log | Entries older than the period are deleted. Integration sync history is kept for the same period. | 10 years | 180 days |
A deleted person's details | Name, email, mobile, date of birth, company and tags are replaced with a name such as Deleted person 4F7K. Audit log entries that named the person stay, showing that name. | 1 year | 30 days |
The audit log's clock runs from each entry, a deleted person's from the day they were deleted. Until someone sets a period, the portierX default applies, and the period reads portierX default. Otherwise it names who set the period and when.
Set a period
Open Settings, then Data Protection.
Under Keep for, pick a period. The list starts at the shortest period and goes up to 10 years.
For any other length, pick Number of days and enter a whole number under Days.
Click Save. Both periods are saved together.
While you pick, the sentence under the field shows what the chosen period will do each night.
Shorten a period
If the period you pick is shorter than the stored one, portierX asks before it saves. The dialog names the stored and the chosen period and says what the next nightly run deletes or replaces.
Shorten Period confirms one shortened period, Shorten Periods both.
Cancel leaves everything as it was.
What the next run deletes or replaces cannot be restored. A longer period is saved without a question.
What happens next
Each night at 02:00 UTC, portierX applies every organisation's periods. A run that fails is not repeated. The next night's run catches up.
A person whose details were replaced keeps their record, with its status and dates. A second run changes nothing more about them.
Every change to a period is written to the Audit Log, with the action retention period changed.
Rules
Only the Organisation Admin opens and changes the Data Protection page.
No period is shorter than its shortest period: 180 days for the audit log, 30 days for a deleted person's details. No period is longer than 36,500 days, which is 100 years.
Deleted entries and replaced details cannot be restored.
The periods apply to the whole organisation. No person or area has a period of its own.
portierX replaces a person's details only once the person is deleted and the period has run out. A person who has only left keeps their details.
Related
Personal data: how long it is kept and how it is removed