This article outlines how our automated data deletion policy works, including default and custom retention timelines, notification processes, and what data is excluded from purging.
Default Data Retention Policies
Discuss retains platform data for a defined period, depending on how it was collected. Here's how data retention works across our core capture methods:
| Data Type | Retention Period | Details |
|---|---|---|
| Respondent Data | 6 months | - Data is deleted 6 months after a respondent’s scheduled session ends. - For unscheduled respondents, deletion occurs 6 months after creation (when added to the project). - Includes: Name, Email, Phone, Market, Screener data, Tech Check Data (Location, video, etc). - Deletion occurs on the every Sunday. - Excludes DIO/ projects. |
| Project Data | 3 years | - Retained for 3 years from project creation (if no sessions), or from the end of the last session. - Includes: Recordings (with participant data), self-paced responses, transcripts, tags, summaries, clips, highlight reels, poll data, documents (including stimuli), discussion guides, takeaways, and AI data. - Deletion occurs on the 3rd of each month. - Excludes DIO/ projects. |
| Consent Records | 3 years | - Retained independently from respondent data. - Ensures documented consent is maintained for all recordings. |
| Custom Retention Settings | Up to 6 months (respondent) Up to 3 years (project) |
- Org Admins of unlimited subscription customers can adjust retention settings in Manage Organization > Settings. - Settings are read-only for non-unlimited plans. - Maximum: 6 months for respondent data, 3 years for project data. - Respondent retention must be less than or equal to project retention. - For longer durations, contact your Account Manager. |
Customisation and Exceptions
-
Can people request extensions to data retention periods, and do we charge for that?
Extensions are handled on a case-by-case basis. If you require additional time, you should contact your Account Manager. Fees may apply depending on the scope and duration of the request. -
What’s the shortest amount of time we can retain respondent data?
The minimum retention period is one month. It’s customizable in monthly increments (e.g., 1, 2, 3 months, etc.). -
Can respondents’ data be manually deleted sooner than the configured retention period?
Yes. Users can manually delete respondent data at any time, including immediately after a session. -
Can custom retention settings be applied at the account level, or only per project?
Yes. Custom retention policies are applied at the organization (account) level, not per individual project.
Notifications
- Project owners receive an email 30 days before deletion (sent on the 28th of each month)
- A second reminder is sent 7 days before deletion (on the 22nd of each month)
- Org Admins receive a monthly overview on the 1st listing all projects slated for deletion in that month
Visibility of Scheduled Deletion
- Project members can see which projects will be deleted within the next 90 days. This only shows projects they are members of.
- Org Admins will see all projects within that list, whether they are members of the project or not.
What is considered Personally Identifiable Information (PII) on Discuss?
PII refers to any data that can be used to identify a specific individual, either directly or when combined with other information. On the Discuss platform, this includes a range of data fields collected during respondent onboarding, session participation, and platform use.
Respondent-Level PII
- Name
- Email Address
- Phone Number
- Screener Responses (when linked to identity)
- IP Address
- City and Country Location (from tech checks)
- Tech Check Video Recordings
- Video and Audio Interview Responses (when tied to identity)
- Uploaded Written Responses (e.g., pretasks containing identity)
- Personal Demographic Data (e.g., age, gender, ethnicity) when associated with an identifiable individual
- Programmatic Recruiting Data
System-Logged Data
- User Login Email
- IP Addresses
- Device and Browser Information
- Consent Signatures and Timestamps
Ongoing Compliance
We continuously review and improve our retention practices to ensure compliance with data privacy regulations and contractual agreements. Our platform is designed to support secure data lifecycle management at scale.
Related Policies & Resources
Privacy Statement
Terms of Service
U.S. State Privacy Laws & Policy
Privacy & Security FAQ