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Delete client data automatically

Choose how long OneForm keeps your clients' answers and reports, and have older data deleted every night.

Admins and ownersUpdated October 22, 2026 · 2 min read
Open Data & privacy ↗

OneForm keeps your clients' answers, and the reports written from them, until you delete them. If your firm only needs records for a set time, choose a period and OneForm deletes anything older than that for you, every night.

The Data & privacy page, with the Delete client data after setting

This permanently deletes data. Deleted data can't be brought back. Make sure the period fits how long you must keep client records, and download anything you need first.

Choose a period

  1. Go to Settings → Data & privacy.
  2. Under Delete client data after, open Keep clients' data for.
  3. Pick a period, from 1 year to 7 years.
  4. Click Save.
  5. Read the warning and click Save again to confirm.

To stop deleting, choose Off (keep until deleted) and click Save. Off is the default.

What gets deleted

Every night, OneForm deletes responses submitted longer ago than your period, along with:

  • the reports written from them, and their PDFs;
  • the emails they were sent in;
  • emails to clients, past calls and team notifications from before then.

Payments stay, without the client's name and email.

When it starts

  1. Before anything is deleted for the first time, your firm's owners get an email saying what will go and when.
  2. Nothing is deleted for a week after that email.
  3. After that, it runs every night.

The page shows how many responses are already older than the period you pick, and when the next run is. If you turn it Off and on again later, the owners get a new email and a new week before anything is deleted.

Good to know

  • Only owners and admins can change it. Everyone else on the team sees the current setting.
  • It's in the audit log. Changing the period, the owners' notice and each night's deletions are recorded in the audit log.
  • To delete one person now, erase their data from the Leads page. See Delete a response or a client's data.
  • To keep a copy, export responses before they're deleted. See Export responses.

Why can't I change this setting?

Your role doesn't allow it. The page says Only owners and admins can change this. Ask an owner or admin.

Why wasn't anything deleted yet?

  • The week hasn't passed. The page says Nothing is deleted before the date, a week after the owners' email.
  • Nothing is old enough. The page says No responses are older than that yet.
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