Retention and Deletion
EvTrack keeps personal data for the periods each customer sets, then deletes it automatically. This page explains those periods, what happens when a visitor’s record is deleted, and what happens when a customer leaves EvTrack.
Personal data is deleted, not anonymised. Once deleted, it cannot be restored from the service.
Retention periods
Each customer sets three retention periods, in days. A maintenance job runs about every 30 minutes and permanently deletes anything older than those periods.
| Period | What it removes | Cloud default | On-premise default | Allowed range |
|---|---|---|---|---|
| Events | Access events, visits, statistics and expired visitor credentials | 365 days | 1095 days | 1–1095 days |
| Visitor data | Signed agreement records, and visitors with no recent activity | 365 days | 1095 days | 1–1095 days |
| Audit logs | Audit entries and archived audit exports | 31 days | 90 days | 1–180 days |
A visitor’s record is deleted only once all of their access events have been deleted, so a visitor can remain until the events period has passed.
Deleting a visitor
When a customer deletes a visitor, the following are removed straight away:
- the visitor record: name, ID or passport number, contact details, date of birth, address and comments
- the visitor’s photos and the signature on their profile
- documents on the visitor’s profile, including any copy of their ID document
- the visitor’s QR code
What a delete does not remove
These records stay after the visitor is deleted:
- Visits and access events, until they are older than the events period.
- Signed agreement records, which keep the visitor’s name, ID number, email address and mobile number, until they are older than the visitor data period.
- The audit entry for the delete, which records what was deleted, including the visitor’s ID number and contact details, until it is older than the audit logs period.
- Watchlist entries and vehicles linked to the visitor, which keep their own details.
Pre-registrations (registration requests) are not removed by any retention period. The customer must delete them, as described in Approval Workflow.
Requests from individuals
EvTrack processes visitor data on behalf of its customers. Each customer is the responsible party (POPIA) or controller (GDPR) for its visitors’ data, so an individual who wants to see, correct or delete their data should contact the organisation they visited. EvTrack helps the customer carry out the request on the customer’s instruction.
Backups
Encrypted backups are taken daily and kept for 7 days. Data deleted from the service can remain in a backup for up to 7 days, after which the backup itself is deleted.
When a customer leaves EvTrack
When a customer’s contract ends, EvTrack erases the customer’s data from the cloud service within 14 days. Backups containing that data age out within a further 7 days.
In on-premise installations the data is on the customer’s own servers, and the customer deletes it.
Configure this in EvTrack
- Privacy and retention: what EvTrack holds and how long it keeps it
- Privacy settings: set the retention periods
- Delete a visitor’s data: step by step, including what is kept
- Delete Visitor: the delete screen
- Approval Workflow: pre-registrations, including deleting them