Choose how long Vizmo keeps visitor, booking and attendance records. Older eligible records are permanently deleted every Monday.

Note: even if you never set a policy, Vizmo still removes eligible records older than 3 years.

Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Before you start

• You need permission to update settings. Without it, the Privacy page is read-only.
• The policy applies to your whole company, not to a single location, so switch to the company view.
• Export any records you want to keep before you shorten the period. Deleted records can't be recovered.

Steps

1. Sign in to the Vizmo portal, switch to the company view and open Privacy.
2. Under Data Retention Policy, switch the toggle on.
3. In Duration for Data Retention, choose 30 Days, 60 Days, 90 Days, 180 Days, 1 Year, 3 Years or 5 Years. The list is greyed out while the toggle is off.

   

4. Click Save at the top right. You see "Settings saved successfully".

When records are deleted

Vizmo checks for records older than your chosen period every Monday at 00:00 UTC. Saving doesn't delete anything straight away. The first check after you save happens on the Monday of the following week.

What gets deleted

Eligible records older than the period are permanently deleted. This covers:

• Visitor records, including visitor profiles that haven't been updated within the period and visit logs.
• Invites.
• Desk, room and parking bookings, with their check-in and check-out history. Parking waitlist entries are included.
• Employee logs.
• Badge print jobs.
• Notification and approval history.
• The analytics data built from these records.

Active and upcoming bookings are kept. For a repeating booking that is still running, older past occurrences can be removed while the booking itself stays. Occurrences with recent check-ins are kept. Audit logs follow a separate retention period.

Things to know

• The duration shows 1 Year until you change it, but it applies only after you switch the toggle on and save.
• If you switch the toggle off, Vizmo doesn't stop deleting records. It goes back to the standard period of 3 years.
• Shortening the period can remove many more records at the next Monday check than before.

Troubleshooting

• I turned the policy on, but old records are still there. Saving doesn't remove records straight away, so wait for the next Monday check. Some records are also kept, for example because they are still active, were updated recently or are being processed. If you need confirmation that records were deleted, contact Vizmo support.
• A retention period is greyed out or missing. Contact your Vizmo account manager.
• Can I get deleted records back? No. Deletion is permanent.