Setting how long personal data is kept
What you'll end up with: how long SynkroTech keeps people's names on old key records, ended access grants and former contractors' details set to your organisation's own policy.
Before you start you need: your organisation's data retention policy, or a decision from whoever is responsible for data protection.
UK data protection law says personal data must not be kept longer than it is needed. SynkroTech keeps each kind of record for a minimum it needs for its own evidence. You can keep it longer, never shorter.
- Go to Settings, then Data Retention, under Access.
For each kind of record, choose how long it is kept. It saves as soon as you choose.
- Key and Fob Issue Records: how long after a key or fob comes back the holder's name stays on its record. At least 2 years.
- Access Grants: how long after a grant ends the person's name stays on it, and on what was read under it. At least 2 years.
- Former Contractors' Contact Details: how long after a firm leaves your panel its contact name, email and phone are kept. At least 6 years.
You'll know it worked when: "Saved, and filed on the Decision Record", and the line under the setting reads, for example, "Kept for 7 years, longer than SynkroTech's minimum of 6."
If something's wrong:
- You want a shorter period than offered. The shortest offered is SynkroTech's minimum, and nothing shorter can be set.
- You chose the wrong period. Choose again. Each change is recorded on the Decision Record (see Finding out who did what (the Decision Record)).