This Data Retention Notice (“Notice”) outlines the protocols for retaining and ultimately deleting customer data within our Translation Management System (“System”). The objective is to enhance the performance of the System while ensuring compliance with legal obligations.
This Notice applies to all users of our System across various subscription tiers, specifically pertaining to certain types of data stored and processed within the System. The Notice classifies data as either affected or not affected by the retention schedule detailed herein.
The following data categories will be automatically deleted after the specified retention period in accordance with the subscription tier:
- Projects and all data accessible from the Project Editor:
- All data on the General info tab
- Files
- Estimates & Costs
- Workflows
- Metrics & Statistics
- QA & LQA reports
- Reports
- Project history
- Error logs
- History of generated and uploaded files
- Tasks
- TAUS legacy data
- Project filters
Subcontracted projects: once the above mentioned data is removed on the contractor System, it will also no longer be accessible on the subcontracted System.
Connector projects: once the above mentioned data is removed on the contractor System, it will also no longer be accessible from the connector instance.
The data retention periods on production instances are determined by your subscription tier as follows:
- Team Subscription: Data will be retained for a duration of 1.5 years. If not used within this period, affected data will be automatically removed from the System.
- Customers on the old pricing model will be treated as Teams customers in terms of data retention, meaning that their unused projects will be removed after 1.5 years unless they renew to Business or Enterprise.
- Business and Enterprise Subscriptions: Data will be retained for a duration of 3 years. If not used within this period, affected data will be automatically removed from the System.
- XTM Suite customers will be treated as Enterprise customers in terms of data retention, meaning that their unused projects will be removed after 3 years.
Not used means that the relevant project has not been actively changed either via UI or API, either by the contractor or the subcontractor.
The data retention periods on TEST/DEV/UAT instances are determined by your server size as follows:
- 32GB RAM servers: 1 month
- 64GB RAM and above servers: 3 months
The following data categories are not subject to the automatic deletion process as described in this Notice and will be retained until the customer contract is terminated:
- Translation Memories
- Terminology
- Customers
- Users
- Language Service Providers (LSPs)
- Settings
- Global reports
- Customer reference material
Actions performed via UI or API can update a project’s “last usage date”.
Actions that will not update the last usage date (thus not qualifying as “usage”) are listed below:
- All actions related to generating and downloading any kind of files (source, preview, target, reference, etc.)
- Generating and downloading costs, proposals, statistics and metrics
- Opening the Project Editor without changing any information
- Activating an archived project*
The action of opening Workbench (in read-only or edit mode) will still be considered as “usage”.
*When activating an archived project, although this won’t be considered as “usage”, the auto-archive timeframe will be extended according to the XTM instance settings even if no changes are made after reactivate
Customers are encouraged to review their data within the System periodically and ensure that necessary information is extracted or preserved prior to the expiration of the retention period.
We reserve the right to amend this Notice as required. Customers will be notified of any changes in advance. Continued use of the System following amendments signifies acceptance of the updated Notice.