Data Deletion Policy

Official policy for data retention and deletion in mTime.

Overview

This policy defines how mTime handles data deletion for both Controller and Processor roles under applicable data protection regulations. It specifies retention periods, deletion triggers, and responsibilities for different types of data managed by the system.

Data Deletion Guarantee

mTime guarantees that all customer data is permanently deleted within 2 months of workspace deletion.

This timeline accounts for:

30-day workspace data retention period (for recovery purposes)
30-day backup retention period
30-day log retention period

Retention Periods by Data Type

Production Data

Data Type	Retention Period	Deletion Trigger
Workspace data	30 days after workspace deletion	Workspace owner initiates deletion
User records	30 days after workspace deletion	Part of workspace data
Time records	30 days after workspace deletion	Part of workspace data

Backups

Data Type	Retention Period	Deletion Trigger
Database backups	Maximum 30 days	Automatic rotation
Snapshot backups	Maximum 30 days	Automatic rotation

System Data

Data Type	Retention Period	Deletion Trigger
Application logs	Maximum 30 days	Automatic rotation
Audit logs	Maximum 30 days	Automatic rotation
System metrics	Maximum 30 days	Automatic rotation

Triggers for Data Deletion

Primary Trigger: Workspace Deletion

The primary mechanism for data deletion is workspace deletion initiated by the workspace owner. When a workspace is deleted:

Immediate access revocation for all users
30-day retention period begins for workspace data
After 30 days, data enters permanent deletion queue
Complete removal within 2 months maximum

See Delete Workspace for detailed instructions.

Automatic Triggers

The following data types are automatically deleted on a rolling basis:

Database backups: Deleted after 30 days
Log files: Deleted after 30 days
Temporary files: Deleted after processing completion

Assigned Responsibilities

Customer Responsibilities

Workspace Owner: Responsible for initiating workspace deletion when no longer needed
Users: Responsible for exporting personal data before workspace deletion if required

mTime Responsibilities

Product Team: Maintains and updates this policy
Operations Team: Monitors automated deletion processes
Support Team: Assists customers with data export and deletion requests
Engineering Team: Implements and maintains deletion mechanisms

Data Deletion Process

For Customers

Export any data you wish to retain using the data export feature
Navigate to workspace deletion in admin settings
Confirm workspace deletion
Data becomes inaccessible immediately
30-day recovery window begins
After 30 days, permanent deletion process begins
Full deletion completed within 2 months

For mTime Operations

All deletion processes are fully automated and monitored by the operations team.

Exceptions and Special Cases

Data Subject Access Requests (DSAR)

For explicit data deletion requests under GDPR or similar regulations, mTime will:

Expedite deletion outside of normal retention periods when legally required
Provide confirmation of deletion upon completion
Process requests within regulatory timeframes

Legal Hold Requirements

If data is subject to legal hold or regulatory investigation:

Standard deletion policies may be suspended
Data will be retained as legally required
Customers will be notified of any retention extensions

Compliance Framework

This policy supports compliance with:

General Data Protection Regulation (GDPR)
Visma Group data protection requirements
Industry best practices for data lifecycle management

Policy Updates

This policy is reviewed and updated:

Annually at minimum
When significant product changes affect data handling
When regulatory requirements change
When Visma Group policies are updated

All employees are notified of policy updates through internal communication channels. Customers are notified of material changes through product notifications and updated documentation.

Contact Information

For questions about this policy or data deletion requests:

Review this documentation first
Contact support through the in-product help system
For legal or compliance inquiries, contact your TIMEmSYSTEM representative

This policy is maintained by the mTime team and was last updated on January 23, 2026.

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