Automated deletion of offers and participants
For each edoobox account, you can define whether and, if so, after how many days an offer, participant, their bookings, data including invoices, and emails should be deleted. In principle, there is a 10-year retention obligation. However,if youhave an accounting tool where you regularly export invoices and customer data, or if you save the invoices yourself, you can clean up your edoobox account regularly.
Please note: Irrevocable means irrevocable.
If data is removed from edoobox through automated deletion, it is irrevocably deleted. If data is accidentally deleted, it cannot be recovered.
Example of a deletion
Below are two examples based on a deletion period of 7 days.
Offers are searched for where the end date + display duration is less than the defined difference from today.
Example A:
Delete all participants after7 days
Theend dateisApril 1, 2023.
Thedeadline for advertising is7 daysafter the end date.
Participants would therefore be removed onApril 14, 2023(delete 7 days, 7 days after end date, display deadline).
Example B:
Delete all participants after7 days
Theend dateisApril 1, 2023.
Thedeadline for advertisingis7 daysafter the end date.
One participant has asecond bookingwith anend date of February 7, 2023, also with a7-daynotification deadline.
Participants would therefore be removed on April 21, 2023 (7 days after deletion, 7 days after the end date, display deadline of the most recent offer).
Tip: Time of deletion
The deletion of participants is checked and executed every 24 hours.
Exceptions when data is not deleted
To ensure that only data that is supposed to be deleted is actually deleted, we carry out various checks to verify that an offer, participant, and booking can indeed be removed.
These cases may occur:
One participant has another booking for an offer for which the date has not yet been reached.
The (master) participant is included in a collective booking, from which at least one participant has created another booking for which the date has not yet been reached.
Offers for which a booking still exists, e.g. because a participant has booked a new offer for which the date has not yet been reached, remain valid. However, this only applies to bookings that cannot be removed.
Affected data
Participants
All participants for whom no exception was found will be removed. Global participants will only be removed if there is no edoobox account for which a user exists.
Bookings
Bookings are always linked to a participant; if the participant is removed, the booking is also removed.
Invoices
Invoices are also always linked to a participant. Here too, if the participant is removed, the participant's invoices are also removed. The 10-year retention obligation lies with the provider itself and not with edoobox.
When participants are removed, edoobox automatically deletes all emails that are older than the defined date, regardless of whether the participant still has a newer booking in the system.
Offers
Offers are treated in the same way as participants; if no exception is found, they are removed. Offers that do not have an end date are not removed (e.g., offers in draft status without an end date).
Please note: Invoices and emails
Invoices are also removed if they are still considered open. The same applies to participants and bookings that still have a negative balance. The link to online payment services is lost in the process. Messages of payment systems would no longer be booked.
Emails are not linked to participants, so they are deleted on the defined date even if the participant still exists.
Info: Impact on statistics
edoobox statistics are accurate as far back as no data has been removed. All data prior to the defined date should no longer be used as it is incomplete. This does not apply to statistics that have been exported to external tools, such as Google Analytics.
Info: Regular deletion
To request regular deletion, please contact edoobox Support (support@edoobox.com).
Related instructions
Keywords for these instructions
Automated deletion ¦ Participants ¦ Invoices ¦ Bookings ¦ Participant data