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Set a custom Data Retention policy

Otter Help
  • Updated

Otter provides indispensable value through our custom data retention feature. In today's dynamic data landscape, having the ability to personalize data retention policies stands as a strategic need. Custom data retention control empowers organizations to finely tune and optimize their data management processes. From enhancing data security and compliance to efficiently streamlining operations, this specialized feature ensures tailored control and precision, enabling companies to navigate their data environment with confidence and effectiveness.

Plan: This feature is only available for the Enterprise plan. 

Data Retention Overview

Organizations have full control over how long a conversation remains in the Workspace. Once an admin sets a custom duration, all conversations created by users in the Workspace will be automatically deleted once the duration has been met. Deleted conversations will not be accessible by any user in the Workspace. 

Note: The owner of the conversation along with all shared collaborators and viewers (regardless if they are a member or admin of the Workspace), will no longer have access to the conversation after the retention period. 

The data retention duration period is defined as the time between the creation of the conversation to when it meets the limit set. For example,

  • 25 days is set as the data retention period for the Workspace. 
  • Conversation A was created on Nov 15th, 2023 at 10:00 am PST. 
  • After 25 days have passed, Conversation A will be deleted from the Workspace on December 10th, 2023 at 10:00 am PST.
  • No user will be able to access Conversation A after that period of time. 

Setting a custom data retention period

Note: You must be an admin to set a custom data retention period for your Workspace. Please ensure the admin of the Workspace is reaching out to our team.

Admins can request to have a custom data retention period of days, months, or years. The minimum data retention duration must be 24 hours or more. To set a custom data retention policy, please contact your Otter account manager. 

Provide your account manager with the X number of days, months, or years you would like to set for your Workspace’s data retention period.

FAQs

What type of data is deleted? 
  • Audio of the conversation
  • Transcript of the conversation
Can the owner of the conversation access or view the deleted conversation?
  • No. 
  • Owners of the conversation will no longer be able to access or view a deleted conversation.
  • No user including, members or admins, as well as collaborators or viewers, will be able to view, recover, or access deleted conversations. 
Can Admins access deleted conversations? 
  • No. 
  • All conversations deleted due to the data retention policy, cannot be viewed, recovered, or accessed by any admins of the Workspace. 
  • No user including, members or admins, as well as collaborators or viewers, will be able to view, recover, or access deleted conversations. 
Can Admins view a list of conversations that have been deleted? 
  • No. 
  • Admins cannot view which conversations have been deleted.
  • All conversations deleted due to the data retention policy, cannot be viewed, recovered, or accessed by any admins of the Workspace. 
Note: Deleted conversations will no longer be searchable on the Conversation Management page.
Will deleted conversations show up in the Trash folder? 
  • No. 
  • Deleted conversations will not show up in the Trash folder.

Need more help?

Warning: If the retention duration provided to our team was a mistake or incorrect, please contact our Otter Support Team immediately to avoid conversations being deleted. 

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