Manage your form data lifecycle efficiently and securely. Set the timeframes after which submissions should be deleted or personal data anonymised. When anonymisation is applied, the relevant form fields are automatically cleared or replaced with placeholder values.
This helps you keep track of your data, reduce manual effort, and support compliance with GDPR and other data protection regulations.
In the Privacy section of the Admin centre, you can centrally manage the data retention settings for all submissions across all forms.
For individual forms with specific requirements, you can also define form-specific settings. Which form fields contain personal data is defined within the submissions of each respective form. Learn more in the article Mark form elements that contain personal data.
Automatically delete submissions
Decide after how long submissions should be deleted. This keeps your data volumes manageable and helps ensure compliance with retention periods.
Setting up automated deletion
Click your profile icon in the top-right corner.
Select Admin centre.
Navigate to Security in the left-hand sidebar.
Scroll to Privacy → Automatically delete submissions and toggle the switch to the right.
Set the timeframe after which submissions should be deleted.
Your automated privacy setting is now set up. All submissions will be deleted after the specified period.
Pausing automated deletion
Toggle the switch to the left to pause a task temporarily. Your settings will be retained.
Automatically anonymise personal data
To anonymise personal data in submissions– i.e., automatically clear it or replace it with placeholder values – the relevant form fields must first be marked as containing personal data (e.g., 'Last Name', 'Email Address'). Here, you only define when the anonymisation should occur.
Scroll to Privacy → Anonymise personal data and toggle the switch to the right.
Set the timeframe after which data in fields marked as personal will be anonymised.
You’ve created an automated anonymisation. Submissions will be anonymised based on the timeframe you’ve set.You
Pausing automated anonymisation
Toggle the switch to the left to pause the task temporarily. Your settings will remain intact.
History
Using the History button, you can always see which deletion or anonymisation actions have been performed for each form. For example, you can see how many submissions were affected by a deletion or anonymisation action. This helps you keep track of all actions that have been carried out.
Frequently asked questions
What happens when both the privacy settings defined here and form-specific automations are active at the same time? Both the privacy settings defined here and the form-specific automations apply simultaneously. Submissions are deleted or anonymised according to the shorter time period.
Example 1: The privacy settings defined here delete submissions after 1 year, while the form-specific automation deletes after 6 months → Submissions are deleted after 6 months.
Example 2: The privacy settings defined here delete submissions after 1 month, while the form-specific automation deletes after 1 year → Submissions are deleted after 1 month. The form-specific automation has no visible effect, because the submissions have already been deleted.
What does 'anonymisation' mean in practice?
Personal data in the marked form fields is either replaced with placeholders or cleared. The original data is permanently removed.
Can anonymised data be restored?
No. Once personal data has been anonymised, it is permanent.
What happens if I don’t set up any actions?
Submissions remain unchanged. No deletion or anonymisation takes place.
