fepli
deen
ManualHow-to guidesData protectionAdmins

Set the retention period

Without a period entered, fepli only flags participants for erasure 2 years after their last season. To use a different period, a notice email or automatic erasure, enter a period.

Prerequisites

  • Super admin.
  • The period is agreed with your data protection officer and described in the privacy statement.

Steps

  1. Select Settings > Privacy > Deletion periods.
  2. Under Erase after, enter the period, e.g. 2 and years.

Warning

With Notice by email, then erase automatically, Erase automatically without notice and Automatic, fepli erases due data every night. Erasure cannot be undone.

  1. Under When the period is over, select Flag for deletion, Notice by email, then erase automatically or Erase automatically without notice.
  2. If you selected Notice by email, then erase automatically, enter the lead time under How long before.
  3. Enter the details under Data controller.
  4. Select Save.
  5. Switch to Retention.
  6. If you must keep receipts for longer than 8 years, e.g. under the budget law of a municipality, enter the number of years in the row Receipts under Keep for.
  7. To have due receipts released at night, select Automatic in the row Receipts under Afterwards. fepli then removes name, address and email address and deletes the stored PDF.
  8. If proofs of ended consents are to be kept for longer or shorter than 3 years, enter the number of years in the row Proofs of consent under Keep for.
  9. To have due proofs deleted at night, select Automatic in the row Proofs of consent under Afterwards.
  10. fepli deletes files that families uploaded or sent by email by itself at night. If they are to wait for a run by hand instead, select Flag in the row Uploads from families under Afterwards. Enter a period other than 1 year in the same row under Keep for.
  11. To have copies of sent emails and text messages deleted at night, select Automatic in the row Emails and text messages under Afterwards. Enter a period other than 2 years in the same row under Keep for.
  12. To have the dispatch log deleted at night, select Automatic in the row Dispatch log under Afterwards. Enter a period other than 3 years in the same row under Keep for.
  13. To remove the pseudonyms of erased participants, enter the number of years in the row Pseudonyms under Keep for. The statistics of older seasons then no longer count individual participants.
  14. Select Save.

Result

The sentence above the values under Deletion periods states what the values amount to. Flagged persons appear under Compliance > Retention; the column Due now counts due entries per row.

If it does not work

ProblemRemedy
“Without a text for “Notice before erasure” no email goes out.” appears.Select Write text. Without a text, fepli sends no notice email.
Under the period it says “Default period 2 years: participants are only flagged. …”, and fepli sends no notice email or does not erase at night.The field is empty. Enter a period, even if it is 2 years, and select Save.
The family receives no notice email.With Flag for deletion, fepli never sends a notice email. Select Notice by email, then erase automatically and Save.
Old messages remain in the outbox.In the row Emails and text messages, Flag is selected under Afterwards; fepli then erases only when you start a run: Erase data that is due. For erasure at night, select Automatic.
Old entries remain in the dispatch log.In the row Dispatch log, Flag is selected under Afterwards; fepli then erases only when you start a run. For erasure at night, select Automatic. Entries on running offers and seasons and on messages in the outbox are kept for longer (Data subject rights: Dispatch log).

See also

← BackErase data that is dueNext →Handle an access request