Customer record retention period

Your company declares in Autoria how long it keeps a customer record after its last activity. This period is then used to delete or anonymize the records that are no longer needed. The interface is in French; labels are quoted as they appear on screen.

Declare the period

1. Open Paramètres (settings), Données personnelles (personal data) tab.
2. In the Conservation des fiches clients (customer record retention) block, click Déclarer une durée (declare a period), or Modifier la durée (change the period) when a period is already declared.
3. In the panel that opens, enter the Nouvelle durée (new period), in months, then click Enregistrer la durée (save the period).

The period must stay within the Limites légales du pays (country's legal limits), shown in the block and under the field, set according to the legislation of your company's country: a period outside these limits is refused. The block shows the Durée déclarée (declared period) and the date of the declaration (Déclarée le). The Owner and Administrator roles can change it.

As long as no period is declared, the block carries the À déclarer (to declare) badge, the period reads Non déclarée (not declared) and no record is deleted or anonymized automatically.

What Autoria does with this period

• The last activity of a record is the most recent of these dates: its creation, its last change, and the dates of the rentals where the customer is the main or the second driver.
• Every night, records without activity for longer than the declared period are deleted. A record linked to a rental is anonymized instead of deleted: name, email, phone, driving licence and ID numbers are replaced, and the record disappears from the customer list.
• A record is kept as long as the customer has an unfinished rental, or as long as one of their invoices needs it: an unpaid invoice, an invoice still to issue, or an older invoice that does not keep its own copy of the customer's identity.
• Invoices and contracts are never changed: they keep the customer's identity as it was when they were issued.

Shortening the period can make the next run process more records. When the processing is Actif, the panel warns you, then a Réduire la durée de conservation ? (shorten the retention period?) window asks you to confirm before saving.

Delete a record yourself

In Clients (customers), open the customer's action menu and choose Supprimer (delete). A record never linked to a rental is deleted; a record linked to a rental is anonymized as described above. The action does not appear for a customer with an ongoing rental.