This guide explains how long survey data is kept in CheckTick, when it will be deleted, how to extend retention periods, and what happens during deletion.

Overview

CheckTick follows a time-limited storage principle: - Survey data is not kept indefinitely - Retention periods are clearly defined and enforced automatically - Users receive multiple warnings before deletion - Deletion is permanent and cannot be undone

This policy balances the need for data access with data protection obligations and storage efficiency.

Default Retention Period

When Retention Begins

The retention period starts when a survey is closed:

Before Closure: - Responses are being collected - No retention period applies - Data is kept until survey is closed - Survey can be edited and reopened

After Closure: - Survey is locked (no new responses) - 6-month retention period begins - Countdown to deletion starts - Warnings are scheduled

Standard Period

Default: 6 months from survey closure

This is sufficient time for: - Analyzing results - Writing reports - Publishing findings - Archiving important data elsewhere

Example timeline: - Survey closed: January 1, 2025 - Retention period: 6 months - First warning: June 1, 2025 (1 month remaining) - Final warning: June 24, 2025 (1 week remaining) - Last chance: June 30, 2025 (1 day remaining) - Automatic deletion: July 1, 2025

Extended Retention

Maximum Period

You can extend retention up to 24 months (2 years) from closure.

Why the limit? - Minimizes data protection risks - Reduces storage costs - Encourages timely analysis - Complies with data minimization principles

Who Can Extend

Survey Creators: - Can extend retention for their own surveys - Each survey treated separately - No organization-wide permissions needed

Organization Owners: - Can extend retention for any survey in the organization - Can set organization-wide policies - Receive warnings for all surveys

Data Custodians: - Cannot extend retention - Read-only access - Must ask survey creator or organization owner

Editors/Viewers: - Cannot extend retention - No data access

How to Extend Retention

Step 1: Receive Warning

You'll receive emails at: - 1 month before deletion - 1 week before deletion - 1 day before deletion

Each email contains a link to extend retention.

Step 2: Navigate to Survey

  1. Go to the survey dashboard
  2. Look for the "Data Retention" section
  3. Check current expiry date
  4. See remaining time

Step 3: Request Extension

Click "Extend Retention Period" and choose: - 3 months - Short-term extension - 6 months - Standard extension - 12 months - Long-term extension - Custom - Up to 24 months total

Step 4: Provide Justification

You must explain why you need more time:

Valid reasons: - Ongoing analysis - Publication pending - Legal proceedings - Audit requirements - Research project timeline

Invalid reasons: - "Just in case" - "Might need it later" - No specific purpose - Convenience

Step 5: Confirm Extension

  • New expiry date is calculated
  • Extension is logged for audit trail
  • New warning schedule is created
  • All relevant users are notified

Extension Limits

Per Survey: - Maximum total retention: 24 months from closure - Number of extensions: Unlimited (within 24-month limit) - Minimum extension: 1 month - Maximum single extension: 12 months

Example: - Survey closed: January 1, 2025 - Initial retention: 6 months (expires July 1, 2025) - First extension: +6 months (expires January 1, 2026) - Second extension: +6 months (expires July 1, 2026) - Third extension: +6 months ❌ Denied - Would exceed 24 months - Maximum possible expiry: January 1, 2027 (24 months from closure)

Deletion Warnings

Warning Schedule

You receive automatic warnings at:

1 Month Warning

Sent: 30 days before deletion Subject: "Survey data will be deleted in 1 month" Contains: - Survey name and ID - Current expiry date - How to extend retention - Link to download data

Action: Consider if you still need the data. Download now if unsure.

1 Week Warning

Sent: 7 days before deletion Subject: "Survey data will be deleted in 1 week" Contains: - Survey name and ID - Exact deletion date and time - Last chance to extend - Urgent: Download data now

Action: Make final decision. Download data if needed. Extend if necessary.

1 Day Warning

Sent: 24 hours before deletion Subject: "URGENT: Survey data will be deleted tomorrow" Contains: - Survey name and ID - Deletion happens in 24 hours - This is your final warning - Cannot be recovered after deletion

Action: Final opportunity to download or extend.

Who Receives Warnings

Survey Creators: - Warnings for their own surveys - One email per survey

Organization Owners: - Warnings for all surveys in organization - Daily digest (not per-survey emails) - Summary of upcoming deletions

Data Custodians: - Warnings for assigned surveys only

Administrators: - Weekly summary of all upcoming deletions - Organization-wide statistics

Snoozing Warnings

You cannot snooze or dismiss warnings.

Why? - Deletion is permanent - Multiple reminders prevent accidents - Ensuring informed decisions

Too many emails? - Set email filters - Unsubscribe from specific surveys (if you're not responsible) - Ask organization owner to reassign data custodian

Deletion Process

Soft Deletion (30-Day Grace Period)

When the retention period expires:

Day 0 (Deletion Date): - Survey data is soft deleted - No longer accessible in the UI - Marked for permanent deletion - 30-day grace period begins

Grace Period (Days 1-30): - Data still exists in database - Can be recovered by administrators - Not visible to users - Backups still include the data

Purpose of Grace Period: - Protects against accidental deletion - Allows for "oops" moments - Organization owner can restore if needed

Recovery During Grace Period

Who Can Recover: - Organization owners only - System administrators (on request)

How to Recover:

  1. Contact your organization owner
  2. Explain why recovery is needed
  3. Organization owner accesses "Deleted Surveys"
  4. Clicks "Restore" next to the survey
  5. Survey data is restored with new retention period
  6. Must provide justification for audit trail

Limitations: - Must be within 30 days of soft deletion - Cannot exceed 24-month total limit from original closure - Recovery is logged and reported

Hard Deletion (Permanent)

After 30 days: - Survey data is hard deleted - Completely removed from database - Backups are purged - Cannot be recovered by anyone - Deletion is logged for compliance

What is Deleted: - All survey responses - Personally identifiable information (PII) - Export history (summary retained for audit) - Attachments and uploaded files - Associated metadata

What is Retained: - Survey structure (questions, groups) - Audit log summary (who, when, not data content) - Aggregated statistics (if anonymized) - Download history (who downloaded, when, not data)

Special Cases

What is a Legal Hold? - Prevents automatic deletion - Used during legal proceedings, investigations, or audits - Overrides retention period - Requires documented reason

Who Can Place Legal Holds: - Organization owners only - Must provide justification - Cannot be applied retroactively to hard-deleted data

Effect: - Deletion warnings stop - Retention period frozen - Data export still available - Survey remains closed

Removing Legal Holds: - Organization owner must remove explicitly - New retention period begins after removal - Standard warning schedule resumes

See: Special Cases Guide for details

Ownership Transfer

What happens when survey creator leaves?

If the creator is removed from the organization: - Ownership transfers to organization owner - Retention settings remain unchanged - Organization owner receives future warnings - Data custodians remain assigned (if any)

See: Special Cases Guide for details

Organization Deletion

What happens when an organization is deleted?

  • All surveys in the organization are immediately soft deleted
  • 30-day grace period applies
  • Organization owner receives final email
  • After 30 days: All data hard deleted

Retention Best Practices

Plan Ahead

  • Download early - Don't wait for warnings
  • Set calendar reminders - Track important expiry dates
  • Archive externally - Move data to long-term storage if needed
  • Extend proactively - Don't rely on last-minute extensions

Be Realistic

  • Don't over-extend - Only keep data you actually need
  • Justify extensions - Have clear, specific reasons
  • Review periodically - Reassess if you still need the data
  • Delete when done - Reduce risk and storage costs

Follow Policy

  • Respect the 24-month limit - It exists for good reasons
  • Provide honest justifications - Don't make up reasons
  • Don't hoard data - "Just in case" is not sufficient
  • Document your decisions - Keep notes on why you extended

Security

  • Download before deletion - Export critical data
  • Encrypt downloads - Use password-protected files
  • Delete local copies - When no longer needed
  • Follow data policy - See Data Policy

Troubleshooting

Didn't Receive Warnings

Check: - Email address is correct in your profile - Warnings not in spam folder - You have appropriate role (Creator/Owner/Custodian) - Email notifications enabled in settings

Fix: - Update your email address - Check spam filters - Contact organization owner - Enable notifications

Warning Says "Cannot Extend"

Possible reasons: - Already at 24-month maximum - Survey has legal hold (cannot extend, already protected) - You don't have permission (not Creator or Owner) - Survey already deleted

Accidentally Deleted

Within 30 days: - Contact organization owner immediately - Request recovery - Explain situation - Provide justification

After 30 days: - Cannot be recovered - Data is permanently gone - Learn from the experience - Improve processes to prevent recurrence

Extension Request Rejected

Organization policies may: - Limit maximum retention - Require approval for extensions over certain length - Prohibit extensions without strong justification - Require data protection impact assessment

Contact your organization owner to understand policy.

Data Minimization

This policy implements the data minimization principle (GDPR Article 5): - Data kept only as long as necessary - Automatic deletion reduces risk - Clear retention periods - Justification required for extensions

Right to Erasure

Participants may request deletion under "right to be forgotten" (GDPR Article 17): - Deletion supersedes retention policy - Must be actioned within 30 days - Survey responses are removed immediately - Audit trail retained (anonymized)

Accountability

This policy ensures accountability (GDPR Article 5): - All retention decisions are logged - Justifications required and retained - Audit trail for compliance demonstration - Regular review of retention practices

Getting Help

For questions about: - Extending retention: Contact your organization owner - Warnings not received: Check your profile email settings - Recovery: Contact organization owner (within 30 days only) - Policy questions: See Data Policy