Data retention

This is for:

System Administrator

Retention during the subscription

Coveo retains analytics data for a certain period of time to allow you to produce reports showing trends and compare similar periods over months, quarters, or years. Analytics data is retained for a period of three years. More specifically:

  • Coveo periodically deletes analytics data from a client’s organization when the data is outside the retention period.

    • The start of the current analytics data retention period is defined as three years prior to midnight UTC of the first day of the current month.

    • To make sure that at least three years of data in all global time zones is captured, the retention period is increased by 24 hours.

  • Once analytics data reaches the end of the three-year retention period, the data may remain in backups for a maximum period of one year.

    Note

    Following the three-year retention period, the data is no longer accessible.
Example

If today is May 17, 2024, and you want to know how much data is retained:

  • The oldest analytics data we retained dates from April 30, 2021 (starting at midnight UTC), meaning that we kept the data for the three years leading up to the start of the current month, encompassing May 1, 2021 to May 1, 2024.

  • We also saved one extra day of data, in this case, April 30, 2021, to make sure that we accounted for global timezone differences.

  • Analytics data will continue to accumulate until the next scheduled removal in June 2024.

Retention at the end of the subscription

When a subscription ends (all customer’s order forms have reached their expiration date and haven’t been renewed), the associated Coveo organization enters a 14 days period (“Grace Period”). During the Grace Period, the customer’s organization(s) are paused: the search is disabled and the organization is in read-only mode, meaning you can’t create, edit, or delete resources. However, all customer data remains intact and can be fully restored if the subscription is reactivated during this period.

After the Grace Period, if no reactivation occurs, the organization(s) are automatically scheduled for deletion. This initiates a 30-day data retention period (“Retention Period”), during which:

  • All customer data is deleted from primary storage;

  • A backup copy of the organization(s) is retained, including indexed content and configurations, as well as usage analytics (UA) data.

At the end of the Retention Period, the backup is permanently deleted, and no further recovery is possible.

Note

Customers may also choose to manually delete their organization. In such cases, the Retention Period starts immediately upon deletion.