Retention and Deletion

This document sets out how long the operator of the Attendees attendance system, Ing. Matěj Kmínek, Company ID 02877961, keeps data on the attendees.eu website and in customers' attendance systems, and how a customer can export its data or have it erased. It supplements the Privacy Notice and clause 4.9 of the Data Processing Agreement.

The attendees.eu website#

The operator processes data from the website as controller. It keeps them for the following periods:

Data	Retention period	How they cease to exist
Installation request (company, e-mail, subdomain, licence, IP address)	until the administrator password is displayed; an incomplete request 2 hours	automatic erasure from the website database
Record of acceptance of the terms and the data processing agreement (system address, e-mail, licence, document versions, time, IP address)	for the duration of the contract and 3 years after it ends	manual erasure after the period expires
Hashed IP address for limiting the contact form	1 hour	automatic expiry in the cache
Messages from the contact form	3 years after the end of the contract	manual deletion from the operator's mailbox
Billing details and invoices	10 years from the end of the tax period	manual deletion after the statutory period expires
Web server access logs	90 days	automatic log rotation
Application error logs (Tracy)	30 days	automatic erasure

Customers' attendance systems#

The operator processes data in an attendance system as processor for the customer. The customer decides about individual records (employees, attendance, trips): it can edit or delete them directly in the system at any time. The customer, as controller, is responsible for setting its own retention periods for attendance data under employment and tax legislation. The operator keeps the system as a whole for the following periods:

System status	Retention period	What happens afterwards
Active system (free or with a valid licence)	for the entire term of the contract	–
Free system in which nobody has recorded a clock-in or signed in for 2 months	until 2 months without a clock-in or sign-in have elapsed	the operator sends the system administrator a warning by e-mail 14 days before deletion; if nobody signs in or records a clock-in before then, it erases the system including its database and directory
Export of an unused system taken before its erasure	30 days	automatic erasure
System after the contract ends	30 days	the operator hands over or erases the data, as the customer chooses; if no choice is made, it erases them after 30 days
System backups	30 days	backups are continuously overwritten; once this period has elapsed, no backup contains the erased system any longer
System error logs	30 days	automatic erasure
History of changes in the system	for the lifetime of the system	ceases to exist when the system is erased; the customer can filter it in the system

Erasure of a system means deleting its database, its database user and its directory on the server, including the configuration, logs, sessions and images. The system's address thereby becomes free for other use.

Before erasing an unused free system, the operator takes an export of it (the database and the monthly sheets), so the system can be restored if it was erased by mistake. It keeps the export for 30 days on its server, out of reach of the web, and then erases it automatically.

How to request an export#

The customer can download reports in PDF format (monthly reports, lists of arrivals, logbook of trips) directly from the system at any time, see the documentation.

The system administrator requests a full database export in SQL format by e-mail to [email protected] from the e-mail address given in the system. The request states the address of the system. The operator prepares the export within 10 working days and delivers it through a secure link with limited validity. The export is free of charge when the contract ends; the operator may charge for more frequent exports according to the costs actually incurred.

How to request erasure#

The customer may request erasure of the entire system at any time, even before the contract ends, by e-mail to [email protected] from the system administrator's e-mail address. Before erasure, the operator verifies the request by replying to that address, because erasure is irreversible. It carries out the erasure within 30 days of verification and confirms it by e-mail. Copies in backups cease to exist at the latest when the backup retention period has elapsed.

Requests from the customer's employees for erasure of their own data are handled by the customer as controller, preferably directly in the system. If the operator receives such a request, it forwards it to the customer.

Exceptions#

Data that the operator must keep under a specific legal provision (for example invoices), or that it needs to protect its legal claims, are kept only for as long as strictly necessary and only to the extent necessary.