Auto-retention
Auto-delete inactive users
Enterprise Accounts have the option to enable a platform-wide feature (that applies to all linked tenancies) to prompt the deletion of accounts & all their data after a specified period of time. This feature is a measure to ensure that personal data is not retained beyond its purpose.
The deletion requests are staggered so as to not overwhelm administrators. The auto-retention feature has a throttle mechanism to prevent mass amount of deletion requests happening at the same time. It waits for current pending deletion requests to conclude before batching the auto-deletion requests.
Once the feature is fully active it does the following:
Batches auto-deletion requests over 3 months, starting with the earliest inactive users; inactive users are hence batched into 3-month cohorts in cases where there is a backlog of inactive users.
Once the deletion requests are complete, the batch moves ahead to batch the next in-active users
It repeats this until it is caught up to the retention settings.
Each batch cycle waits for all deletion requests to be processed before creating the next one. This ensures the tempo can be managed by tenancy accounts.
How long does it take to cycle through each cohort?
It takes about 2 - 4 weeks to work through a cohort of inactive users. If the auto-retention feature is applied to an Enterprise account that has been operational for some time, there will be more cohorts.
Users are notified with a 14-day window to give them a chance to keep their account.
On the 14th day, data processors are notified.
Backend accounts either respond to the deletion requests or the requests are automatically processed in 14 days.
The cycle length depends on how long backend accounts take to respond. The maximum for the entire cycle is 28 days, and a backlog of aged/inactive users over 1 year will be processed in 4 cycles.
Enabling the auto-retention feature will require a stop and start of the platform services. Please contact the Licensor to schedule the update in advance and notify your tenants.
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