- Legal and regulatory — some jurisdictions require specific retention windows (minimum or maximum) for network access records.
- Privacy — guests prefer their data to be held for as short a window as the venue actually needs.
- Storage costs — longer retention means more data to carry.
What data is covered
Retention applies to records tied to guest sign-ins:- Login records (per sign-in event).
- Session data (start, end, duration, device identifiers).
- Per-module metadata (email addresses, phone numbers, SAML attributes captured at sign-in).
- DHCP audit logs associated with sign-in sessions.
- Conference records and whitelisted device entries.
Configuration data — module settings, Access Policies, Look & Feel —
is not subject to retention. It’s kept for as long as the Context
exists.
How “active” is defined, per user type
Retention deletes records whose users have been inactive for longer than the configured window. What “inactive” means depends on the user type:| User type | Considered active while… |
|---|---|
| Self-Service (Email) user | They have at least one associated login. |
| Meeting Host | They have at least one pending or active guest request linked. |
| RADIUS user | A session is associated with their credentials. |
| SMS user | Their phone number is linked to a login. |
| SAML user | Their identity has at least one active login. |
| Username & Password user | Their account has at least one associated login. |
Configuring the retention window
Open Administration → Compliance → Retention Settings to set the window. Pick a duration that matches your legal obligations and your venue’s data-minimization approach. Changes take effect going forward. Records older than the new window are scheduled for deletion on the next retention cycle.Interaction with GDPR data requests
Retention defines the maximum time data is kept. A guest exercising GDPR rights can request earlier deletion — see GDPR data search.Coordinating retention across features
Retention is configured per Context, not per Organization. If an Organization has multiple Contexts, they can have different retention policies — for example, a conference Context might hold data for 30 days while a staff Context holds data for a year. Coordinate retention with:- Terms and conditions — tell guests what you keep and for how long.
- Organization Audit — admin audit records may have their own retention separate from guest data.
Related
GDPR data search
Search, export, or delete one guest’s data on request.
Terms and conditions
Communicate retention to guests through your terms.