UK GDPR says personal information shouldn't be kept for longer than you need it. Only managers with full access can change these settings.
- Go to Settings → Keeping and deleting records.
- Set how many years to keep: staff who have left, people who no longer use the service, and other closed records (incidents, complaints, notifications, meeting minutes, logs and history). 0 means never delete automatically. Use the periods in your own records policy.
- Click 👁 See what would be deleted to check the list first.
- Tick Delete records automatically when their time is up and save.
How it works
- Every night, records past their retention period are deleted, together with their documents.
- Open incidents and complaints are never deleted.
- Managers see what's coming up in the weekly email, 30 days before.
- To stop a record being deleted — for example during a legal claim or a safeguarding enquiry — click 🔒 Keep on it in Archives, or tick Keep this record on an incident or complaint.
- The deletion log (in the same Settings section) shows what was deleted and when, using only the type of record, initials and dates.
Deleted records stay in the encrypted backups for up to 30 days, then they're gone for good. If you might need a record, download it from Archives first.
Still stuck? Contact support or speak to your customer manager.