Automatically delete contacts
Under Account->Use automatic deletion of contacts' you can set whether and how contacts are automatically deleted from your account. This is useful if your privacy policy requires contacts to be deleted after a period of time.
The deletion is permanent and cannot be reversed. All answers to questionnaires from the deleted contacts will also be deleted.
The last event end date to which the contact is assigned is taken as the basis. If a contact is not assigned to an event, today's date is used. One of two deadlines is added to this base date to calculate the deletion date:
- Without general consent (days): This deadline applies if a contact has not consented to receive emails. Consent is given in the declaration of consent with the yve tag 'Accept emails' or by setting 'Emails accepted' in the contact.
- With general consent (years): This period applies if a contact has consented to receive emails. Consent is given in the declaration of consent with the yve tag 'Accept emails' or by setting 'Emails accepted' in the contact.
The actual deletion will then take place on the deletion date at 11:30 p.m. CET. If a contact is assigned to a new event with a later end date, the deletion date is updated. The deletion date can only be extended by updates - if a shorter deletion date is calculated by the update, the old deletion date will be retained.
View deletion date
You can see the deletion date for a contact by clicking on their name under Contacts. The deletion date is displayed in yellow at the top.
In the 'Event Detail Report', 'Event Self-Defined Report' and 'Contacts Detail Report' reports, the 'autodelete_at' column is available, which contains the deletion date.
Notifications for automatic deletion
You can set which notifications you want to receive when contacts are deleted:
- User:
- Under 'User->Edit->Emails for pending deletion of contacts' you can set that a user will be informed about the pending deletion of contacts.
- These users will receive an email informing them of the total number of deletions from that day at 6:30 CET on the day of deletion.
- Contacts:
- Under 'Account->Use automatic deletion of contacts->Inform contacts before deletion' you can set that contacts are informed about the pending deletion.
- Under 'Account->Use automatic deletion of contacts->Notify contacts before deletion (days)' you can set how many days before deletion the notification will take place.
- You can change the content of the email under 'Event->Emails->Deletion'. You can also put a yve tag there so that the contact can accept emails.
- The event that has the last end date for the contact is always selected for the email. Contacts who are not assigned to an event will not receive a notification email.