Owneli can automatically purge data older than a retention period you choose, with a dry-run preview before anything is deleted and legal holds to exempt records you must keep. It's configured at Settings → Compliance & data → Data & privacy (admins only).
How do I set a data retention period?
Turn on automatic retention
Flip Enable automatic data purge on.
Choose the period
Set the retention window in days — anywhere from 30 to 3650 (ten years). Data older than this becomes eligible for deletion.
Preview before you commit
Click the preview button. Owneli runs a dry run and shows exactly how many records would be eligible under the period you typed — before anything is actually purged.
Save
The retention policy saves with the rest of your workspace defaults.
What never gets purged
| Data | Why |
|---|---|
| The audit log | Append-only and immutable — it's your evidence trail. See Read the audit log. |
| Records under a legal hold | Explicitly exempted until the hold is released. |
Legal holds
A legal hold pins specific records so the retention purge skips them — for a dispute, an investigation, or a regulatory request. Active holds are listed on this tab, and an admin can release a hold when the obligation ends, returning those records to the normal retention rules.
Clinical charting (health information)
The same tab carries the clinical charting switch. It's off by default because it changes what kind of data your workspace stores: turning it on enables treatment charts on appointments, which is protected health information.
Clinical charts get their own retention period — separate from, and typically much longer than, general data retention, because health-record laws commonly require charts be kept for many years.
Common questions
Does retention delete my audit history?
No — the audit log is excluded entirely.
Can I see what a different period would delete without changing anything?
Yes. Type the candidate number of days and run the preview; it's a dry run and deletes nothing.
Who can change these settings?
Admins. Access to read the audit log is a separate capability, so review and configuration can be held by different people.