Data retention schedule
How long OBMr keeps each kind of information, and how it is removed. The automatic periods are enforced by a daily job, and the code that does it is the reference if this page and the code ever disagree.
| Information | Kept | Then | How |
|---|---|---|---|
| Sessions | Until they end, plus 30 days | Deleted | Automatic, daily |
| Sign-in attempts (hashed email and network address, outcome) | 90 days | Deleted | Automatic, daily |
| Invitations never accepted | 90 days after they expire or are revoked | Deleted | Automatic, daily |
| Accepted invitations | While the organization subscribes | Erased with the organization | On erasure |
| Activity log entries | 2 years | Deleted | Automatic, daily |
| Customer Data: people, personnel records, structure, supervision, performance records, scorecards, credentials and continuing education, competency sign-offs, recognition and the points ledger, rewards, weekly check-ins, policy acknowledgements, poll counts, birthdays people chose to share, fidelity checks, identity cards, supervision feedback and upward ratings | While the organization subscribes | Erased within 90 days after it ends, or sooner on request | Erasure procedure |
| Activity log of an erased organization | Details removed at erasure; bare entries until 2 years old | Deleted | Erasure, then automatic |
| User accounts | While the user belongs to at least one organization | Deleted when their last organization is erased | Erasure procedure |
| Database backups | backup retention period | Expire | The database provider |
| Hosting request logs | As set by Netlify, Inc. | Expire | The host |
| Support emails | 2 years after the conversation ends | Deleted | Manual, yearly review |
| Breach records | At least 24 months | Reviewed, then deleted | Manual |
| Billing records | 6 years after the tax year, as Canadian tax law requires | Deleted | Manual |
What customers decide
Inside OBMr, each organization decides how long to keep its own records while it subscribes. Employment, professional and tax laws may require keeping some records for years after a person leaves. OBMr keeps records until the organization changes or removes them, or leaves.
Legal holds
A legal hold pauses deletion of the information it covers, overriding this schedule, until the hold is released. The customer data export and deletion policy explains how.
Review
The privacy officer reviews this schedule every year and whenever a new kind of information is collected.