Auto-anonymisation policies with GDPR compliance and right-to-be-forgotten support
This section governs how visitor data is retained and anonymised, including retention policies, GDPR DSAR handling, data export, and deletion workflows.
Components of the Data Retention system
Retention Policies
Configurable data retention windows per data category with automatic anonymisation triggers.
Auto-Anonymisation
Hash-based pseudonymisation of visitor data after retention window expires.
GDPR DSAR Handling
Data Subject Access Request workflow for data export and right-to-be-forgotten requests.
Data Export
Export visitor data in GDPR-compliant formats (JSON, CSV, PDF) with audit trail.
Deletion Workflows
Secure deletion with verification, audit logging, and multi-step approval for sensitive records.
Compliance Reporting
Generate retention compliance reports for ISO 27001, SOC 2, and GDPR audits.
What Data Retention controls
Retention Policies
Lifecycle- Configurable retention windows (3-84 months)
- Per-category retention rules
- Automatic anonymisation triggers
- Retention policy versioning
- Policy change audit trail
GDPR Compliance
Regulatory- DSAR request handling
- Data export in GDPR formats
- Right-to-be-forgotten processing
- Consent management
- Data processing records
Deletion & Security
Security- Hash-based pseudonymisation
- Secure deletion with verification
- Multi-step approval for sensitive records
- Deletion audit logging
- Tamper-evident storage
Detail view of Data Retention interfaces
Retention Policy Configuration
Configure data retention windows per category: visitor records, check-in logs, photos, signatures, documents, and audit logs. Policies can be set globally or per location. Changes are versioned with rollback capability.
Retention policy docsAuto-Anonymisation Engine
When data reaches the end of its retention window, it is automatically pseudonymised using SHA-256 hashing. The process is irreversible and logged in the audit trail. Anonymised data cannot be restored.
Anonymisation reference
GDPR DSAR Portal
Data Subject Access Request portal for handling GDPR requests. Admins can initiate data exports or right-to-be-forgotten requests on behalf of data subjects. Each request is tracked with approval workflow.
DSAR workflow docsData Export
Export visitor data in GDPR-compliant formats (JSON, CSV, PDF). Exports include all visitor records, check-in logs, photos, signatures, and documents. Each export is logged with requester identity and timestamp.
Export configurationSecure Deletion
Manual deletion workflows for visitor records. Sensitive records require multi-step approval. Deletion is verified and logged. Deleted data cannot be recovered.
Deletion workflow docsCompliance Reports
Generate retention compliance reports for ISO 27001, SOC 2, and GDPR audits. Reports show retention policy status, anonymisation jobs, DSAR requests, and deletion events.
Compliance reportingData Retention permission scope
| Role / Portal | View retention policies | Edit retention policies | Process DSAR requests | Export visitor data | Delete visitor records | View anonymisation logs | Generate compliance reports | Override retention policies |
|---|---|---|---|---|---|---|---|---|
| Receptionist | ||||||||
| Compliance Officer | ||||||||
| Operations Manager | ||||||||
| IT Administrator | ||||||||
| Super Admin |
Setting up Data Retention
- 1
Configure retention policies
Navigate to the Data Retention settings and set retention windows for each data category. Default retention is 24 months for visitor records and 84 months for audit logs. Policies can be shortened or extended based on compliance requirements.
- 2
Assign DSAR processing permissions
Assign the 'Process DSAR requests' permission to roles that handle GDPR requests. This permission is required to initiate data exports and right-to-be-forgotten requests.
- 3
Set up anonymisation schedule
Configure when anonymisation jobs run. Options include nightly, weekly, or monthly. Jobs run in the background and process all records outside the retention window. Progress is logged in the audit trail.
- 4
Configure deletion approval workflow
For manual deletion of sensitive records, set up an approval workflow. Require approval from a Compliance Officer or IT Administrator before deletion. Approvals are logged in the audit trail.
- 5
Set up compliance report schedules
Configure recurring compliance report exports for audit teams. Select report type, format, recurrence, and delivery method (email or SFTP). Reports include retention status, anonymisation jobs, and DSAR requests.
- 6
Test DSAR workflow
Run a test DSAR request to verify the data export and right-to-be-forgotten workflows. Use a test visitor record to ensure exports are complete and deletion is verified.
Compliance and data management connections
OneTrust
Privacy management integration for consent tracking and DSAR automation.
BigID
Data discovery and classification for GDPR compliance.
SFTP
Push compliance reports and data exports to any SFTP server.
AWS S3
Store data exports and compliance reports in S3 buckets for archival.
Google Drive
Auto-upload DSAR exports to Google Drive for data subject delivery.
Zapier
Trigger downstream actions on DSAR completion via Zapier webhooks.
REST API
Programmatic DSAR processing and data export via authenticated REST API (v2).
Data Retention system constraints
Retention
- Default visitor record retention
- 24 months
- Minimum retention period
- 3 months
- Maximum retention period
- 84 months (Enterprise)
- Audit log retention
- 84 months (configurable)
- Anonymisation method
- SHA-256 hash-based pseudonymisation
GDPR
- DSAR response time
- Within 30 days (regulatory requirement)
- Export formats
- JSON, CSV, PDF (GDPR-compliant)
- Right-to-be-forgotten
- Supported with verification
- Consent management
- Supported
- Data processing records
- Auto-generated
Deletion
- Deletion verification
- Multi-step verification
- Approval workflow
- Configurable (1-3 approvers)
- Deletion audit logging
- Full trail with before/after state
- Recovery
- Not possible (secure deletion)
- Bulk deletion
- Supported with approval
Frequently Asked
Questions
Couldn't find what you were looking for?
KaarobaarMeet.ai is a full-stack digital ecosystem OS designed for modern Indian business infrastructure. It powers every touchpoint of visitor check-in, multi-room event scheduling, and enterprise facility operations — replacing physical logbooks with self-service kiosks, encrypted QR passes, instant WhatsApp host alerts, and real-time operations dashboards.
The platform includes 24 modular micro-apps covering Visitor Management, Event Automation, Smart Parking, Smart Badges & Wristbands, Member Directories, Startup Trackers, and Live Command Centers — all accessible under a unified tenant and single sign-on.
Yes. KaarobaarMeet.ai provides an enterprise multi-tenant hierarchy with 13 role-based portals. Corporate headquarters get unified analytics across all cities and branches, while individual security gates, reception desks, and event coordinators operate dedicated local interfaces.
Any standard iPad, Android tablet, touchscreen kiosk terminal, or desktop computer. For physical passes, the system integrates seamlessly with standard thermal printers (Zebra, Brother, TSC) via USB, Bluetooth, or local network.
Pre-registered visitors receive an encrypted QR entry pass directly on WhatsApp prior to arrival. When they arrive and scan in at the reception kiosk or gate, the system alerts the host on WhatsApp instantly with the visitor's photo, designation, and company name.
Review the Data Retention configuration guide
Download the data retention implementation guide or connect with a solutions architect to scope your GDPR compliance requirements.
