Retention settings and the daily clean-up

Keeping data longer than you need it adds risk. Retention settings let you choose, for each kind of data, how many days it is kept. A daily clean-up then removes what is past its period.

Before you start #

• You need the owner or manager role.
• The suggested periods are starting points chosen for you to review. They are product defaults; no law is behind them. You set the period that fits your business and the laws that apply to you.
• The clean-up stays off for every kind of data until you turn it on.

Steps #

1. Open Privacy and choose Retention.
2. For each kind of data, type the number of days under Keep for, tick Run the clean-up for this data every day and choose Save.
3. To run the clean-up straight away, choose Run the clean-up now and confirm.
4. Each card shows when the clean-up last ran and how many records it removed.

The kinds of data and what the clean-up does #

• GPS trails (suggested 90 days): location points from driver phones and trackers are deleted.
• Photos and videos (suggested 730 days): job photos and videos are deleted. Yard and lien photos, signature pictures and private property impound photos stay.
• Messages (suggested 365 days): customer messages, staff messages and sent or failed notifications are deleted.
• Closed jobs (no suggested period): contact details, notes and addresses on completed and cancelled jobs, and rider details on finished taxi trips, are blanked. The jobs, invoices and totals stay. Jobs tied to a yard record are left alone.
• Enquiries (suggested 365 days): website and form enquiries are deleted.

Turning a clean-up on with no number of days is refused. Each run is written to the audit log with the counts.