---
title: "Visitor Management - Visitor Data Retention"
canonical: "https://help.getequiem.com/space/CS/1811710098/Visitor%20Management%20-%20Visitor%20Data%20Retention"
format: markdown
---
**Contents:**

> Macro (toc)

# Release Details

**Platform**: EQ1

**Product:** Visitor Management

**Release Date**: June 2025

**Summary: **Equiem is introducing enhanced data retention controls for Visitor Management, allowing clients to request an adjustment to how long visitor data is stored in the system. This update ensures compliance with evolving privacy regulations while providing flexibility in managing data retention periods.

## Overview

We’re pleased to announce that you’ll now be able to request for alternative data retention periods to be set for visitor management within Equiem. This change will allow for improvements to handle evolving privacy regulations whilst also maintaining the availability of anonymised data through the Equiem reporting app.

**What’s New?**

- **Customisable Retention Periods:** Clients can requests for retention periods to be set to either:
  - 1, 3, 6, 9, 12, 15, 18, 21, or 24 months
  - The system will retain the current default visitor data retention period of 3 months (90 days) unless an alternative period is formally requested and approved.
- **Legal & Compliance Process:** Changes require a support ticket and a signed contract variation before implementation.
- **Immediate Data Purging for Reductions:** If retention is reduced, data outside the new period will be permanently deleted within 24 hours of confirmation being shared with the client following the execution of a contract variation letter.

> ℹ️ Changes made to the visitor management data retention **do not** impact the reporting app  which will continue to store anonymised data.

### How do I know my sites current data retention period?

**Property Managers** are able to see the current data retention applied for their site via the “General” Settings within Visitor Management.

![image-20250612-144518.png](media://7f1f6f62-2fcb-4882-920f-ee3acbf092ee)

### How to request a data retention change?

1. Submit a support ticket
  1. Contact Equiem Support via the** ****[Support Portal](https://getequiem.com/support)** with:
    - Subject: "Visitor Management Data Retention Change Request"
    - Details: Specify your site name, requested retention period (e.g, 12 months).
2. Legal Contract Variation
  1. Equiem’s legal team will issue a contract variation for review and signature.
  2. Once signed and returned, the change will be scheduled for implementation.
3. Updates & Scheduling
  1. Notification through Support ticket the request to change the retention period has been approved and scheduled.
4. Confirmation
  1. A member of the support team will provide a further update once the change has been made and that it will be completed within 24 hours.
5. Update the Privacy Policy
  1. Ensure that `equiem:visitor_data_retention` is used within the privacy policy to automatically retrieve the data retention period reflected within Visitor Management.

### Important Information

**Who Does This Impact?**

- Visitor Data: Applies to all visitor data and records available in Equiem One, WebNG, and Mobile App.
- User Roles Affected: Hosts, organisers, property managers, workplace managers, and receptionists will see data removed in line with the new retention policy.
- Reporting App: Unaffected — historical reporting data remains unchanged.

**What we use our own or custom Privacy Policy?**

- If your organisation handles its own privacy policy, you must:
  - Update internal policies to align with the configured retention period through either a manual reference of the data retention or through usage of the Equiem Dynamic token used for Visitor Data Retention).
  - Ensure compliance with local data protection laws.

**Policy Acceptance Mechanism**

- A token-based system ensures that any retention period change triggers a mandatory re-acceptance of the updated privacy policy by site users.

## FAQ

| **Question** | **Answer** |
| --- | --- |
| What happens if I reduce the retention period? | Data outside the new retention window will be permanently deleted within 24 hours of confirmation. This action is irreversible. |
| Can I revert to a longer retention period later? | Yes, but previously deleted data cannot be recovered. |
| Does this affect historical reports? | No. This change only impacts live visitor data in the system. Reporting app data remains intact. |
| What if I don’t request a change? | The default 3-month (90-day) retention period will remain in effect. |
| How long does the process take? | Once a support ticket is raised, implementation depends on contract processing. Urgent requests should be flagged with support. |