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Help centerBusiness and EnterpriseArticle

Custom data retention

Last updated28 September 2023
Read time2 min

Dovetail offers customizable data retention features that allow you to automate the anonymization and deletion of your participant's PII after a defined period of time.

By default, Dovetail will retain your data until you choose to delete it, cancel your account, or enable one of our retention features outlined below.

Enterprise only

This feature is only available on our enterprise plan. Enterprise workspaces come with additional features and support to meet your organization’s needs. Check out our pricing page for more information on enterprise.

Pricing page

Table of contents

Automatic anonymization

Beta feature

Automatic anonymization is currently in closed beta. We're hoping to release this feature to all Enterprise workspaces in the near future.

Using AI, Dovetail will automatically detect and hide moving faces and identifiable text in videos to protect the identity of participants across your data.

Set a default schedule to determine when faces and text should be anonymized. Once this period has passed, scheduled files will be replaced with anonymized versions. All highlights, reels, and future downloads will display the anonymized version, and the original version cannot be restored via the workspace in any way.

Automatic data deletion

Set the default time before video and audio files within your projects are automatically deleted by setting data retention periods. Once the retention period has passed, video and audio files will be deleted from the project, without affecting any highlights, reels, and transcripts created from them, so that you can keep building on your customer knowledge in Dovetail.

How to enable and configure retention features

Data retention features can be configured at both the workspace level, and the project level. When configured at the workspace level, all audio and video files in your workspace will be affected. When set at the project level, only audio and video files within that project will be affected.

If both are configured, the project level configuration will take precedence over the workspace configuration, giving you more flexibility to set less or more restrictive rules per project.

Workspace admins also have the ability to disable project level configuration entirely, meaning that all projects follow the same retention period set at the workspace level.

Enable retention features

Workspace admins can enable retention features at the workspace level by navigating to ⚙️ Settings > Data retention, and pressing Enable on the feature that they'd like to configure.

From this page, they'll also be able to enable project level configuration.

Configure retention periods

Once the retention feature has been enabled, it can be configured by pressing Edit while on either data retention page. In the pop-up dialog that appears, you will be able to select your desired retention period from the dropdown.

While workspace level configuration can be done by any workspace admin, project level configuration can only be done by users with Full access to the specific project itself.


Who will be notified of upcoming deletion events and when?

Users will be notified of upcoming deletion events 7 days prior to the event occurring. Below is a list of who will be notified and in the following order:

  1. The user who originally uploaded the file.

  2. The user who created the note containing the file.

  3. Managers with full access to the project containing the file.

  4. All workspace admins.

My video just got deleted! How do I get it back?

Videos can only be retrieved within 30 days from deletion, if the deletion took place during this time, please reach out to our support team for further assistance.

What happens if I reduce retention periods?

Any videos that fall outside of the new retention period will be deleted within 24 hours.

My files are configured to be anonymized immediately, but they have not been anonymized yet

Anonymization and deletion events run once per day. If you have selected Immediately as the retention period and the event has already passed, they will be anonymized on the next day.

What happens if I make a highlight shorter after a video has been deleted?

The original video will remain. We won’t automatically delete the parts of the video that you unhighlighted.

Can I still watch and export highlight reels after the original is deleted?

Yes. Even though the original file is deleted any highlights you’ve made will remain, this includes watching and exporting highlight reels.

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