--- title: Visitor Data Retention And GDPR description: Choose how long ArrivalsHQ keeps visitor, document, ID and staff records, so you only hold data for as long as you need it. --- [Skip to content](https://knowledgebase.clearooms.com/visitor-data-retention-and-gdpr#main-content) ![Colour Transparent](https://knowledgebase.clearooms.com/hs-fs/hubfs/Colour%20Transparent.png?width=1672&height=313&name=Colour%20Transparent.png) Open main navigation Close main navigation - [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) How can we help you? - There are no suggestions because the search field is empty. 1. [Clearooms Knowledge Base](https://knowledgebase.clearooms.com/?hsLang=en-gb) 2. [Arrivals HQ](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb) 3. [Documents & Compliance](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#documents-compliance) # Visitor Data Retention And GDPR ## Choose how long ArrivalsHQ keeps visitor, document, ID and staff records, so you only hold data for as long as you need it. Under GDPR you should keep personal data only for as long as you need it. ArrivalsHQ lets you set a retention period for each type of record. When a record reaches the end of its period, it is deleted automatically. ### **How to open it** 1. Go to **Settings \> ArrivalsHQ**. 2. In the left-hand menu, under **Admin**, select **Documents \> Compliance**. You can also select **Adjust retention** on the Documents page. ### Set retention periods Under **Configurable retention**, choose a period for each type of record, to match your sector's or regulator's requirements: | **Record** | **What it covers** | **Options** | | --- | --- | --- | | Visitor records | Sign-in and sign-out timestamps | Plan default (12, 24 or 36 months, depending on your plan), 12, 24, 36 or 60 months | | Document acknowledgements | Signed and ticked documents, kept for compliance audits | 12, 24 or 36 months, or 7 years | | ID scans | Passport and driving licence scans | 3, 6, 12 or 24 months | | Staff sign-in records | Movements staff record at the kiosk | Keep forever, or 3, 6, 12, 24 or 60 months | After making changes, select **Save changes** in the bar at the bottom of the screen. Select **Discard** to undo them. ### **Set different retention for teams** Under **Team retention overrides**, you can keep a team's staff sign-in records for a different period: 1. Find the team in the list, or use **Search teams**. 2. Change its **Retention** from **Org default** to the period you need. 3. Select **Save changes**. Use the filter to show **All retention**, teams on **Org default**, or teams with **Custom retention**. If rules overlap: - A personal override on a staff member takes priority over their team's setting. - If someone is in several teams, the shortest retention period applies. ### **Audit trail** The audit trail is in **Logs**, alongside every other ArrivalsHQ event. It includes sign-ins, sign-outs, document acknowledgements, ID document views and settings changes. Select **Open Logs** on the Compliance page, filter by group or search, then export to CSV. ### **API access** Select **Manage API tokens** to create personal access tokens for integrations that use the Clearooms REST API. Only share tokens with systems that need visitor data, and remove any you no longer use. ### **Check that data is being removed** The **Compliance coverage** report shows how many ID documents were securely purged in the selected period. **Tip:** Keep ID scans for the shortest period you need. 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