Data Retention

Administrators Only

This setting is only visible to users with the Administrator role.

The Data Retention settings let you configure automatic deletion of inactive conversations for your organization. When enabled, conversations that have had no activity for longer than the configured period are permanently deleted during a nightly cleanup run.

What Gets Deleted

When data retention is enabled, the following items are permanently removed for each expired conversation:

• The conversation itself
• All messages in the conversation
• Images generated in the conversation
• Documents created in the conversation

Deletion is permanent

Deleted conversations cannot be recovered. Make sure the chosen retention period gives your users enough time to finish and export important conversations.

Not affected by data retention:

• Knowledge collections and their documents
• Skills and their settings
• User accounts and teams
• All other organization settings

Opening Data Retention Settings

1. Navigate to Admin Settings → Data retention
2. You will see the current retention configuration

If no retention period has been configured yet, the page shows that retention is disabled and conversations are kept until deleted manually.

Configuring a Retention Period

1. Select a retention period from the dropdown (e.g., 30 days, 90 days, 6 months, 1 year)
2. Click Save
3. If you are enabling retention for the first time or shortening the period, a confirmation dialog will appear — read the information carefully and confirm

The available retention periods are predefined by the system. The Keep forever option disables automatic deletion entirely.

Confirmation Dialog

When enabling retention or choosing a shorter period than before, a confirmation dialog explains that conversations inactive for longer than the selected period will be permanently deleted during the next nightly run and on an ongoing basis. You must confirm this action before it takes effect.

Disabling Data Retention

1. Select Keep forever (no automatic deletion) from the dropdown
2. Click Save

No confirmation is needed when disabling retention or choosing a longer period.

How Inactivity Is Measured

A conversation is considered “inactive” when no new messages have been sent in it. The clock resets every time a user sends a message or the AI responds in the conversation.

Next Steps

• Security — Configure IP-based access restrictions
• Anonymization — Manage anonymization exceptions
• Manage Users — Control who has access to your organization