How long things are kept

Your projects’ records stay until you delete them. A task you delete goes to the Bin first (below). A few other kinds of record are deleted on their own, to keep the periods in our privacy policy. You cannot change these periods.

We are switching these deletions on one kind of record at a time. Every day, ddx PMO lists what has passed its period and sends us that list; once the deletion for that kind of record is on, it deletes what a list we received a day or more before showed, and is still past its period. Until then, those records are kept and listed. None is ever deleted before its period ends.

What goes, and when

Record	Deleted
A notice in someone’s in-app feed, read or not	One year after it was sent
An alert in a delivery partner’s portal	One year after it was sent
A project’s record of an email sent (the delivery log), and a partner’s Emails tab	One year after the email was sent
The record of which files a partner was told about in a “files shared” email	One year after it was made
A translation of a task, a reply or a progress note	When the words it translates are deleted or edited

Once deleted, a notice or an email record is gone from every screen that showed it. The list of addresses that bounced, complained or unsubscribed is kept for as long as it is needed to stop us emailing them.

A deleted task

Deleting a task doesn’t remove it. It goes to the Bin, together with its older versions, the copies merged into it, its replies, its files, what ddx PMO read from those files, and its translations. Only workspace admins see the Bin, and only they can put a task back.

Nothing deletes a task from the Bin: it stays there, with everything that went in with it, until it is put back.

When someone deletes their account

At once, they lose their access: if they were a delivery partner, their place in each delivery space shows as removed, they are signed out of the portal, nothing more is sent to them there, and a “files shared” email still waiting for them is not sent. Your workspace keeps the same record of the removal that removing them by hand makes, marked as done by the system because the account was deleted.

Then ddx PMO deletes the records that belong to that person alone, once that deletion is switched on (see above):

• their notification settings;
• the projects they recently opened;
• their conversations with the assistant;
• the notices in their in-app feed;
• their AI connector records;
• if they were a delivery partner, their portal identity, their settings, the alerts in their portal, and their address on their places and on the “files shared” records kept for them. If they were the space’s contact, it has no contact until you invite someone; a colleague’s deletion leaves the contact as it was. You can invite the address again; if you do, a revision you shared to them with “don’t notify” is no longer kept quiet for them, so sharing it again tells them.

Your workspace’s records that name them stay, because they are yours: tasks they own, replies and notes they wrote, files they uploaded, and the audit log. A search of a project’s delivery log by their old address still finds the emails sent to it, for the year those are kept, but, once their address is deleted, no longer their portal copies: their place no longer carries the address. That is on purpose.

If a file was deleted more than a year before someone restores it, the record of who was told it had gone has been deleted. If the deletion sent its notices, the “available again” notice goes to everyone who can see the file now; if it was deleted without notices, the restore sends none either.