What is GDPR Data Management?
This feature is designed to help you manage your legal requirements to only hold data as long as you legitimately require it. E.g. for completed jobs, you may need to keep them for 6 or 15 years. For enquiries, you may need to keep these for 12-24 months after which they should be deleted.
This feature helps you set up rules to delete data when records reach a certain age.
Surveys
Select a job stage (or multiple) and write after how many MONTHS the record should be deleted from the date that the record reached that stage.
E.g. Report – select how many months from the report uploaded (completed) date. For 6 years, enter 6*12 months = 72 months.
You can set different lengths for records at different stages. This helps you to clear down records at different stages based on your retention periods.
This will only delete the survey record and NOT the associated contact or property.
Archived records will be deleted based on the stage they are at (e.g. if at Quote stage and then archived, the record will be deleted when your “Quote” stage deletion rule runs.
Contacts and Properties
Once all surveys/records have been deleted from a contact or property record and there are no quotes or jobs associated with them, they can be set to delete after a certain age.
If there are associated quotes or jobs, these records won’t be deleted. This ensures you can remove/weed out any records that are no longer needed as all associated quotes/jobs have been deleted.
What data is deleted?
When a record is deleted, we delete any associated notes, tasks, emails, documents, and activity logs from the system.
When is the data deleted?
Survey, Contact, and Property data are deleted every Sunday at 02:00 AM.
Contacts and Properties will not be deleted if there are surveys associated with them. Once a survey is deleted, and a contact or property has no records associated with it, it will be deleted in the next deletion process if it meets your age settings.
