Account and User Deletion

Understanding our Deletion Policy

Trustworthy, reliable data is essential to the core of our application; we are committed to upholding user rights, managing data responsibly, and allowing users considerable control over their data.

General Compliance

In compliance with data protection regulations, including the GDPR, our policy supports the right to complete erasure. Please note that full data deletion requires the erasure of the entire account, including all projects, users, and other related data.

For those looking to remove individual user data within an active account, our process involves obfuscation, which means all personal identifiable information (PII) is rendered anonymous. This way, while all personal details are stripped, the accuracy of your records remains intact.

Why We Retain Certain Data

As user data becomes intertwined with other sets of information over time, some pieces become vital for statistics, reporting, and other core functionalities.

Irreversible deletion of user data could compromise the historical records of projects, collaborations, accounting, and other activities. For example, erasing a user’s timesheets and expense reports tied to project budgets and invoicing would affect the accuracy of your financial reporting.

When you come across data that can’t be deleted through our UI or API, it’s likely a deliberate decision on our end, primarily to uphold the reliability of your records or because of the data’s relationship with other essential system components.

Anonymization of Personal Identifiable Information

Rather than outright deletion, our process is to obfuscate all personally identifying user information on active accounts. When a user’s details are anonymized, all identifying information, including the user’s email address and login password, are removed. However, the obfuscated user will remain visible and appear as “active” on the account until an Account Administrator chooses to manually deactivate the user, excluding them from appearing in search results.

Manual Deletion of Projects

Although we prefer archiving data rather than deleting it, you can manually delete projects if they meet the following criteria:

• Non-financial projects with no budgets, invoices, or reported hours/expenses.
• Projects with no pending timesheets, proofs, or time adjustments.
• Projects that consist of only one team member (you).

If you want to delete a project that doesn’t meet the criteria above, you can first manually remove all the associated items, such as invoices, budgets, proofs, timesheets, and more. Once all those items are removed, the project will be ready for you to delete.

Account Deletion

When there’s a request to delete an entire account, we will completely erase that account, its users, and all associated data, leaving no trace in our databases.

Your trust in the value our system provides is of the utmost importance, therefore, we consistently strive for transparency in all our data-handling processes.

If you need further clarification or have additional questions regarding our practices in handling data, please reach out to privacy@kantata.com.