Retention
Configure how long user profiles and related data are kept
Retention controls when encatch automatically removes old user profiles and their associated data—such as feedback responses, traits, and activity records—from your project environment.
Where to find it
- Open your project in the encatch dashboard.
- Go to Settings.
- Under Global Settings, open Retention.
If you do not see Retention, contact your organization administrator—you may need additional access.
Page description: Automatically remove old user profiles and all associated data (feedback responses, traits, activity records) from this environment.
Data retention policy
The Data Retention Policy card has two settings. Each uses the same list of retention periods.
Users with feedback responses
How long to keep user profiles that have submitted at least one feedback response.
All other user profiles
How long to keep user profiles that have not submitted feedback (for example users who were identified or tracked but never responded).
Retention period options
For each setting, choose one of:
| Option | Meaning |
|---|---|
| Until plans retention period | Follow your subscription plan’s default retention (no project-specific override). |
| Remove after 30 days | Delete profiles after 30 days. |
| Remove after 90 days | Delete profiles after 90 days. |
| Remove after 180 days | Delete profiles after 180 days. |
| Remove after 1 year | Delete profiles after one year. |
| Remove after 2 years | Delete profiles after two years. |
| Remove after 3 years | Delete profiles after three years. |
You can set different periods for users with feedback responses and for all other user profiles—for example, keep respondents longer for reporting while removing inactive profiles sooner.
Deleting user profiles removes associated feedback responses, traits, and activity for those users in this environment. Review your compliance and reporting needs before shortening retention.
Save your changes
- Choose a retention period for Users with feedback responses and All other user profiles.
- Click Save policy to apply. You will see a confirmation when the policy is saved successfully.
- Click Reset to discard unsaved changes and restore the last saved policy.
Was this page helpful?