Retention policy for visitor data

Systam Visit stores visitor information in the system. According to the General Data Protection Regulation (GDPR), personal data should only be stored for as long as necessary. A commonly accepted retention period for visitor data is 365 days.

Automatic deletion can be configured in the system to anonymize visitor information after the defined retention period.

Configuring automatic deletion

Automatic deletion is configured using an admin or owner account in the Systam Studio.

1. Log in to Systam Studio at https://app.systam.io 
2. Navigate to Settings → Visitor settings → Automatic visit data deletion.
3. Define the retention period for visitor data (for example 365 days).

What happens when data is deleted

When the defined retention period is reached:

• The visitor's personal data is anonymized in the system.
• Statistical data remains available.
• No identifiable personal information about the visitor remains in the system.

How the retention period is counted

The retention period doesn't start from the visitor's first visit. It starts from the last time the visitor's data was handled.

The clock restarts every time the visitor's data changes, for example when:

• the visitor is invited
• the visitor signs in
• the visitor signs out (including automatic sign-out)

A visitor who comes in regularly keeps their data for as long as the visits continue. The data is deleted only after a full retention period has passed since the last change.

Examples (365-day retention period)