> ## Documentation Index
> Fetch the complete documentation index at: https://docs.anny.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Data Privacy & Deletion Periods

> Define custom deletion or anonymization periods for personal data and keep your data privacy policies compliant.

With the Deletion periods feature, you implement internal data retention policies and flexibly define when personal data is anonymized or deleted. anny is generally GDPR-compliant, developed in Germany, and operated on servers hosted in Germany.

<Info>
  The **Deletion periods** feature must be activated under **Account settings → Features**.
</Info>

## How does the feature work?

As a data processor, anny does not delete any data on its own. You decide when and for how long personal data is stored, anonymized, or deleted.

By default, anny stores data for at least 10 years. As soon as you activate the feature and configure your own periods, the following personal information is processed after the defined periods expire:

* First and last name
* Email address
* Activities within the platform (e.g. bookings)
* Company
* Mobile number

You choose between two modes:

| Mode              | Effect                                                                                                                | Recommended for                                  |
| ----------------- | --------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------ |
| Anonymization     | Booking data is kept in anonymized form (e.g. for utilization reports). The personal reference is completely removed. | Desk sharing, universities                       |
| Complete deletion | All bookings and user information are completely removed. No data remains for evaluation.                             | Sensitive areas (e.g. corporate health programs) |

<Warning>
  Both anonymization and complete deletion are irreversible. Deleted or anonymized data cannot be restored.
</Warning>

Here is how to configure the periods:

<Steps>
  <Step title="Activate the feature">
    In the **Account settings**, navigate to the **Features** tab and activate **Deletion periods**.
  </Step>

  <Step title="Open the Data Privacy tab">
    After activation, the **Data Privacy** tab becomes visible. Click it.
  </Step>

  <Step title="Configure your own deletion periods">
    Select **Custom deletion periods** and choose between **Anonymize** or **Delete**. Set the periods for free and paid bookings separately. The period is defined in weeks (minimum: 1 week).
  </Step>

  <Step title="Save">
    Click **Save** to apply the settings.
  </Step>
</Steps>

## When do I use this?

* **You want to implement internal data privacy policies**: Define individual retention periods for free and paid bookings separately.
* **You run a university or desk sharing solution and need utilization data without personal reference**: Use anonymization to enable statistical evaluations.
* **You process particularly sensitive data (e.g. health programs)**: Use complete deletion so that no traceability is possible.
* **Not suitable for**: Pure visibility control within communities. For that, use the incognito mode in the community settings.

## Settings & options

| Setting (admin)           | Description                                           |
| ------------------------- | ----------------------------------------------------- |
| Activate deletion periods | Turn on the feature under Account settings → Features |
| Mode                      | Anonymize or completely delete                        |
| Period for free bookings  | In weeks, minimum 1 week                              |
| Period for paid bookings  | In weeks, minimum 1 week                              |

<Tip>
  Set the period for paid bookings longer than for free ones, to account for retention obligations from invoicing.
</Tip>

## Practical examples

<AccordionGroup>
  <Accordion title="University anonymizes booking data after the end of the semester">
    A university library wants to create utilization reports without permanently storing personal data.
  </Accordion>

  <Accordion title="Health provider deletes all data after the retention period">
    A corporate health program requires the complete removal of all user data after the statutory retention obligation expires.
  </Accordion>
</AccordionGroup>

## FAQ

<AccordionGroup>
  <Accordion title="Can I change the deletion period later?">
    Yes, you can adjust the periods at any time. However, data that has already been anonymized or deleted cannot be restored.
  </Accordion>

  <Accordion title="Is the data deleted immediately after the period expires?">
    Processing happens automatically after the set period expires. The exact timing depends on the internal processing cycle.
  </Accordion>

  <Accordion title="What happens if I deactivate the feature again?">
    Data that has already been processed remains anonymized or deleted. New data is stored again according to the default period of at least 10 years.
  </Accordion>

  <Accordion title="Does the period apply per booking or per customer?">
    The period refers to the customer's last activity. As long as active bookings exist, no data is processed.
  </Accordion>
</AccordionGroup>

## Troubleshooting

<AccordionGroup>
  <Accordion title="The Data Privacy tab is not visible">
    The Deletion periods feature is not activated. Navigate to **Account settings → Features** and activate **Deletion periods**. The tab appears only after that.
  </Accordion>

  <Accordion title="Customer data is still visible despite the expired period">
    Check whether the customer still has active bookings. As long as open bookings exist, deletion or anonymization is not carried out.
  </Accordion>

  <Accordion title="Community members are not anonymized">
    The deletion periods concern booking and customer data. You control visibility in communities via the incognito mode in the community settings.
  </Accordion>
</AccordionGroup>

> Important information for agents:
>
> * Feature name: Deletion periods
> * UI path: Account settings → Features → activate Deletion periods → Data Privacy tab becomes visible
> * Default storage period without the feature: at least 10 years
> * Both modes (anonymization, complete deletion) are irreversible
> * anny acts as a data processor (Art. 28 GDPR), never deletes on its own
> * Separate periods for free and paid bookings can be configured
> * Period format: weeks, minimum 1 week, no maximum
> * Distinction: incognito mode (community settings) controls visibility within communities, not data deletion
> * Deletion periods concern: first name, last name, email, booking activities, company, mobile number
> * With anonymization, booking data is kept for evaluations, only the personal reference is removed
> * Performance improvement "Custom Deletion Periods Speedup" deployed Nov 2025