Data Security settings control how long your data is retained in Penbox and provide a complete audit trail of all deletions. Access them from Settings → Data Security in the app.Documentation Index
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Data Retention Settings
You can define granular data retention and lifecycle settings for both cases and forms. Each rule can be enabled independently and configured with a retention period in days.Cases Deletion
| Rule | Description |
|---|---|
| After Inactivity | Delete cases after a specific period of inactivity |
| Closed Case | Delete cases X days after they are closed |
| Archived Case | Delete cases X days after they are archived |
| Max Retention | Absolute limit: delete cases X days after creation, regardless of status. Overrides all other rules. |
Forms Deletion
| Rule | Description |
|---|---|
| Archived Form | Delete forms X days after they are archived |
| Max Retention | Absolute limit: delete forms X days after activation, regardless of status. Overrides all other rules. |
Cascade Options
When a case is deleted, you can optionally:- Delete associated forms — Automatically remove all forms linked to the case
- Delete associated contacts — Remove contacts that are no longer referenced by any case
Data Deletion Audit Log
The Logs tab in Data Security shows every deletion event with full traceability:- What was deleted (cases, forms, attachments, contacts)
- When it was deleted
- Which rule triggered it (inactivity, closed, archived, max retention)
- How many entities were affected (including cascaded deletions)
