Data retention policy

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This article offers information about PlatoForms’ data policy and how you can customize it to suit your requirements.

Data retention policy

What is data retention policy

Data retention policy is about how data is stored and deleted for legal or compliance reasons. A basic policy should explain how data is stored, for how long, and on what systems. This usually depends on industry regulations. Your data is safe in PlatoForms due to our security measures. You can also decide how long we keep your submission data.
What data retention offers

When you retain your data, you get to enjoy our helpful features for the entire retention period. These include the ability to edit forms, keep track of changes, download PDFs, and easily find and share your PDF documents.
How long your data will be retened

At PlatoForms, we care about keeping your form data safe, which might include sensitive customer info.

By default, we keep your form data for 3 months from the last submission. But, we’re flexible. You can choose your own retention time that suits your needs. For more details, see Account-specific retention time.

Note
If you switch from a premium plan to a free plan, the data retention policy will automatically revert to the default retention period of 3 months.
Who can change the retention period

Our data storage rules apply to all your team’s forms, and only the Team Admin can change them.

Note
When you create an account, you are automatically the Team Admin for your own team.
How we delete data

When a submission is around longer than our set storage time, we delete everything related to it, like PDFs and attachments. It’s done securely and permanently to protect your info.
When you delete the data

It might take up to 24 hours for us to remove old submission data from PlatoForms.

Account-specific retention time

For detailed information on retention periods based on different account types, please refer to the account-specific details.

Account	Retention period	Description
Newly registered	Default: 3 months.	/
Trial or free plan	Fixed at 3 months, non-adjustable.	/
Premium plans	Choose your retention period: 0 days 7 days 30 days 3 months 6 months 1 year 3 years Forever	Choose a 0-day retention and connect to a cloud drive. Data is instantly removed from PlatoForms after successful uploading. Or select “Forever” retention for extended storage. When data is removed from PlatoForms, data management features won’t be available.
HIPAA-compliant	Set to “Forever.”	To meet HIPAA standards, establish an in-house backup policy. If you use electronic signatures, choose “Forever” retention for submission data continuity.

Note

An account that follows HIPAA rules for secure handling of health data. This ensures patient confidentiality and data privacy. Check Ensure HIPPA compliance for more info.

Change data retention period

You have control over how long we hold your data. You can pick a period from 0 days to forever that suits you. Here’s how:

Go to the Dashboard and click on Submissions in the left navigation.
On the Submission page, click on the form submission for which you want to change the data retention period, and then click Data Retention.
In the Data Retention Policy window, pick your preferred retention period from the dropdown.

Note
For a detailed description of the retention period, see the Account-specific retention time section.
Save your settings by clicking Save.

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Data retention policy

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