Records, notice and your data
Who: the Super Admin. Go to: Settings → Data and privacy.
- How long records are kept: clock-in records default to 7 years; your country's known minimum is shown as guidance, and going below it asks you to confirm it's your responsibility. Punch photos default to 90 days; photos staff add during shifts default to 365 days.
- Employee notice: what staff read before their first clock-in. Vaultime fills it in for your country and for the ways you clock in (phone location, the kiosk, photos). Check it suits your workplace: it's your notice to your staff. Changing what it says, including switching photos on or changing the ways to clock in, shows it to everyone again at their next punch.
- Export workspace data: a full spreadsheet backup of every timesheet (drafts too), project, work type, person, tag (and who has it; each timesheet's tags too), rostered shift, availability entry, leave request and audit entry.
- Delete workspace data: type the workspace name to confirm. It deletes this workspace only, permanently, and takes about a day. Your other workspaces and your subscription carry on (cancel in Settings → My account if you want to stop paying), and your seat count drops by anyone who was only in this workspace.
Example: before closing Harbour Catering, Priya taps Export workspace data and saves the spreadsheet for her accountant. Then she taps Delete workspace data, types Harbour Catering, and confirms. Harbour Café is untouched.