Manage data deletions

Restricted functionality

This functionality can only be accessed when having one of the following roles:

OWNER
PRIVACY_MANAGER

The Data Deletion Manager ensures the timely removal of sensitive project and user data according to organizational and legal requirements.

The core component (DataDeletionManager) schedules and processes deletion tasks for various project properties via cronjobs. It regularly checks all registered DataDeletionEntrys, each of which represents a pending deletion of a specific data field from a project after a defined date.

Deletion entries (DataDeletionEntry)

Each DataDeletionEntry holds the project ID, target data key, and the deletion date. When the scheduled time is reached, the relevant data is removed. Additionally, unassigned persons are periodically purged if they are no longer referenced in any project if enabled.

The deletion process for project data can be fine-tuned with DataDeletionPeriod objects by specifying which state needs to be reached for the data to be deleted.

In addition to the state, a grace period can also be specified. By default, the data field is deleted immediately when a project enters the state.

Service

The web interface of the Data Deletion Manager shows a table with all project fields that are to be deleted at a specific time:

The screenshot shows that the DESCRIPTION project field for Project 68cbab77d8c09321590c833b will be deleted on September 19, 2025, at 8 a.m.

You have the option of removing a deletion entry from the database so that the data field will not be deleted by clicking on the keep data beyond that button.