Data Retention

Data Retention Policy

How long EasyVisit keeps different categories of personal information — and how property managers can configure their own retention windows.

Last updated · 15 May 2026

Visitor management generates personal information. Keeping it forever is a privacy risk; deleting it too soon undermines security and compliance. This policy explains our defaults and the controls we give you.

Default retention windows

Data categoryDefaultConfigurable range

Visit records (visitor name, host, time)12 months30 days – 5 years

Visitor photos (kiosk capture)3 monthsDisabled – 12 months

Watchlist entriesIndefiniteProperty-controlled

Access code logs (entry/exit)12 months30 days – 5 years

Host accounts (after deactivation)90 days30 – 365 days

Audit logs (security)7 yearsNot configurable

Backups30 daysNot configurable

Configuring retention for your property

Property managers can adjust retention windows from Settings → Privacy → Retention. Changes apply going forward; existing records older than the new window are anonymised within 24 hours.

What "anonymised" means

When a record's retention window expires, we replace personal identifiers (name, phone number, photo) with anonymised tokens. Aggregate statistics (visit counts, peak hours) remain available for analytics but cannot be linked to any individual.

Hard deletion on request

If a data subject requests full deletion (as opposed to anonymisation), we hard-delete the record within 5 business days. Backups containing the record are overwritten within the next 30 days.