User Manual

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Data Retention Rules

Use data retention rules to comply with the Data Protection Act, etc by:

• destroying unsuccessful loan and membership applications after a set time (default 3 months)
• redacting personal data from successful applications after a set time (default 18 months)
• archiving non-personal data from successful applications to allow trend analysis, etc
• destroying data from all miscellaneous forms after a set time (default 3 months)

Data retention rules are set in three ways:

1. At system level you can set the retention periods to be applied:

• Long retention period (months until successful applications are redacted and archived)
• Short retention period (months until unsuccessful applications and misc forms are destroyed)

2. At form level, you select the specific retention rules to apply to completed forms:

• Credit application - redact, purge and archive
• Misc form - purge without archive - short period
• Misc form - purge without archive - long period
• Retain indefinitely (default)

note: retention period applies to the last time a form was changed or actioned in workflow, applications are treated as unsuccessful if ANY workflow field is set to Decline, Declined, Withdraw, Withdrawn or Fail

3. At field level, you can define which fields on application forms are treated as personal data

• standard library fields marked [PD] are always treated as personal data
• other fields are treated as personal data if PERSONAL_DATA is added to special treatment