Overview
Occupancy Tracking is a feature that provides visibility into whether booking holders have been on-site by detecting their presence on specified networks. As with any feature that involves personal data, it’s important to manage how long this data is retained in order to comply with privacy regulations, such as GDPR.
This article outlines how occupancy tracking data is retained within the system and offers guidance on setting appropriate data retention periods.
Default Data Retention Policy
By default, occupancy tracking data is retained for 1 month, after which data is automatically deleted from the system. This period is chosen to balance the need for actionable insights with data privacy considerations.
Customizing Data Retention Periods
Admin users have the ability to adjust the retention period for occupancy tracking data based on their organization’s requirements:
Access Data Retention Settings:
Navigate to the Settings pages.
Select Data Retention from the menu.
Set Occupancy Data Retention:
Look for the Occupancy section within the data retention settings.
Select a timeframe using the dropdown for the period you want the data to be retained before it is purged from the system.
Your changes will be saved automatically.
Important:
Changing the data retention settings to a shorter period will automatically delete any records older than the new time period selected.
The importance of a short retention period
In the age of the GDPR and similar data-protection legislation around the globe, Skedda helps you fulfill your obligations by minimizing the storage of old data that is no longer necessary to keep. In the GDPR this is referred to as the “Storage limitation" principle.
We recommend that you think carefully about the appropriate retention period for old bookings and visits on your account. Unless you have clear reasons for doing so (perhaps related to taxation, auditing, compliance or similar), we recommend choosing the shortest possible retention period as per data-protection best practices. An added benefit of choosing a short retention period is that the general performance of your account will tend to be higher (i.e. less information on your account that needs to be filtered when loading/processing requests).
FAQs
What is the default retention period for occupancy tracking data?
The default retention period for occupancy tracking data is 1 month. After this period, the data is automatically deleted from the system to help manage storage and comply with privacy regulations.
Can I customize the retention period for occupancy tracking data?
Yes, admins can customize the retention period for occupancy tracking data. You can set the retention period to a duration that aligns with your organization's needs by accessing the Data Retention settings page.
How does GDPR affect the retention of occupancy tracking data?
Under GDPR, related personal data should be retained only as long as necessary for its intended purpose. This means that you should set a retention period that minimizes the amount of data stored and ensures compliance with the principle of data minimization.
What happens to occupancy tracking data after the retention period ends?
Once the retention period ends, the occupancy tracking data is automatically deleted from the system. This ensures that outdated or unnecessary data is not kept longer than required.
How can I check which IP addresses or networks are being tracked?
You can review the IP addresses or network ranges being tracked by accessing the Occupancy Tracking settings in your Skedda settings. Make sure these are up-to-date to ensure accurate tracking.
Is occupancy tracking data shared with third parties?
No, occupancy tracking data is not shared with third parties. It is used solely within your organization to provide insights into space utilization and attendance.