Auto-Deletion of Relationships

The automatic data deletion feature is meant to assist complying with local GDPR regulations, by automatically deleting ended client relationships within a selected set time period. It also makes it easier to maintain a good overview structure by storing clients that you are actively working with under client relationships, and the ones you are currently not working on in your archive. 

• Settings

• Reminders 

• Archive / Deactivate a client relationship in Penneo KYC

• FAQ 

Configure your settings

Administrator/s can update the automatic deletion settings under Client Relationships Deactivation on the bottom of the settings page.

By clicking on the drop down menu the administrator/s can choose the retention time before automatic deletion and set up the automatic reminder before the automatic deletion period. 

When you set an automatic deletion time period, for example 5 years, the system will automatically delete your Deactivated archived client relationships after that period of time. This setting applies to all deactivated client relationships in your Penneo KYC account.

The settings you chose will be applied to all client relationships that have been deactivated in your archive. This feature will not affect active or active archived client relationships. Read more about how the archive works and the different statuses of client relationships here.

In the Penneo KYC system the default retention period before deletion of data is set to 5 years. Time periods vary depending on industry & country but generally range between 3 to 10 years. 

Reminders

You can set a custom automatic reminder before deletion. This means that if you have deactivated a client relationship on the 1st of August 2023, have your custom reminder set to 1 month you will be notified on the 1st of July 2028. One month before the permanent deletion.

The automatic reminder before deletion will be sent by email informing you about the deactivated client relationships that are about to be permanently deleted, according to your reminder settings.

Furthermore, a 24 hour notification is set by default before the client relationship is permanently deleted.

You will be able to see more details of a deactivated client relationship in the KYC system when viewing it in your archive. Here you can choose to reactivate the client relationship in case you do not wish for it to be permanently deleted.

Archive / Deactivate a client relationship in KYC

If a client relationship has been archived, it is possible to either restore or deactivate it. If you choose to restore it, it will be moved from the archive and be visible under your Client Relationships again.

If you choose to deactivate the client relationship, it will be automatically deleted within the time period that you have chosen under Settings. 

If you choose to deactivate the client relationship, you will be presented with the pop-up stating after which amount of time it will be automatically deleted, based on your chosen retention time settings. It is necessary to choose the deactivation date before proceeding. The date that you select to deactivate the client relationship, will start the auto-deletion timer. If you have your automatic deletion period set to 5 years, choose to deactivate it on the 1st of August 2023, then the client relationship will be automatically deleted 1st of August 2028, 5 years from the selected date.

Any actions made on client relationships in the archive will be visible in the activity log.

FAQ

What can I do if I have archived a client relationship and want to resume working with the client? 

If you have an active archived client relationship simply go into your archive, choose the client that you would like to restore and click on “Restore”. It will then be moved from your archive to the client relationship folder.

If you would like to resume working with a deactivated archived client, go to the archive and click on “Deactivated”, locate the client relationship that you would like to reactivate, click on “Reactivate”. It will then be moved directly to the client relationship tab.

How do I delete a client relationship before the automatic deletion date?

If you have a client relationship that you would like to delete, you can simply click on “delete”. Please keep in mind that this action will permanently delete the client relationship before your chosen retention date. Penneo cannot help you restore the permanently deleted data.

How do archived client relationships affect my subscription usage?

When marking a client relationship as terminated, you make room to take in a new client without increasing your total number of clients. For example, suppose your subscription allows you to create 50 client relationships, and you’ve used all 50 of them. When you mark one client relationship as terminated, you will see that your number of used client relationships becomes 49 out of 50. Therefore, you can create a new client relationship in the system.

There is no limit for how many client relationships you can store in your archive as an active customer. If you cancel your subscription, and would like to keep using the service only as a storage platform- then please reach out to your account manager.