Visitor Management's data deletion feature allows you to delete visitor information after a set time frame. This can apply to all of your locations. For customers on the Enterprise Tier, you can choose different data deletion policies for specific locations.
If a Data Retention Policy is created or modified, all visitor data will be routinely deleted in accordance with the time frame selected, starting 24 hours after the policy is created or modified. All users with the permission to set these policies will receive an email notification confirming the policy change. Once the data is deleted, it cannot be recovered.
The deleted records will include:
Sign-ins
Sign-outs
Invites
Registrations (data collected from the Dynamic Registration Portal)
Documents (only GuestSign)
All visitor information associated with sign-ins, sign-outs, invites and registrations
The sections covered below include:
Related Content
Permission Bundle Requirements
Before you or other users can create Data Retention Policies, you must have Modify Data Retention Policy toggled on in your permission bundle.
Users with the ADMIN bundle have this turned on by default. If you are provisioning this to non-ADMIN users, you can turn on this setting from the Preferences section of their permission bundle.
To learn more about permission bundles, click HERE.
Accessing the Visitor Data Retention Policy settings
Visitor Data Retention Policies can be set from the preferences page in your account. To get there:
1. Click the gear icon in the top-right corner of your account
2. Click Preferences
3. You will be brought to the GENERAL tab. Scroll down until you get to the Visitor Data Retention Policy section.
Setting an Account-Level Policy (Available on all Tiers)
An account-level policy will apply to all locations in your account. For customers on the Enterprise Tier, you can override this on a location-by-location basis. More details on Location-Level Polices can be found in THIS section below.
To set an account-level policy:
Toggle on ‘Delete visitor data every _ days’.
Enter a timeframe that is 2 days or greater. Click Save.
Confirm the prompt that appears on-screen. Then, click YES, SET ACCOUNT POLICY
Once saved, an email notification will be sent to all users with the ability to modify data policies:
You can view, edit, and delete existing policies at any time. Check out THIS section below for more details.
Location-Level Policies (Available on Enterprise Tier only)
Location-level policies are specific to a particular location and will override what is set at the Account-level. Even if no Account-level policy set, the location-level policy will still take effect.
To create a Location-level policy:
1. Click the +New Location Exception button.
2. Choose a location and enter a time frame. This must be 2 days or greater.
3. Hit Save and confirm the on-screen prompt. Click YES, SET LOCATION POLICY.
Just like Account-level policies, all users with data deletion permissions will receive an email indicating the policy change for that specific location:
Viewing, Editing, and Deleting Policies
All existing policies will be visible in the Visitor Data Retention Policy section after they’ve been created. You can also see who last modified a policy and when.
Policies can be edited or removed at any time. For Account policies, simply change the time frame or set the policy to ‘Do Not Delete’. Then, hit save and confirm the prompts.
Location policies can be edited by clicking the pencil icon next to their name. To delete a location policy, click the trash can. All users with the ability to edit policies will receive an email any time a policy is edited or deleted.
