Each user in Motimate has data associated with them, such as their personal information, their user settings, and of course their course completion data.
To comply with applicable data protection laws (you can see our Data Privacy Policy here), we have several automated processes which dictates how this data is stored, and importantly, when it is permanently deleted from our servers. In order to avoid that user data is accidentally deleted when you still require it, it is important that you understand how these processes work. We have therefore created the overview below:
User Statuses:
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Inactive:
Setting this status for a user will set them as inactive immediately, and they will be permanently deleted (aka. "hard destroyed") after your organization's custom retention period, along with all associated data.
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Manually deactivated:
This status is intended for use cases where you you want to temporarily deactivate a user. The user will be immediately deactivated, but the user and their associated data will not be automatically deleted.
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Manually activated:
Setting this status is how you restore a user who is inactive, or has been Manually Deactivated.
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Hard Destroyed:
This is what we call the state/action of manual and immediate, permanent deletion of a user and all their data.
In what cases will a user's completion data be permanently deleted?
When a user is hard destroyed.
A user can be hard destroyed in the following ways:
- The user is inactive for the number of days defined in the organization's set retention period.
- The user is soft deleted for over a month.
- The user is hard destroyed manually in WebAdmin or via the Public API.
When completion data soft deleted for over a month.
Completions can be soft deleted in the following ways:
- When we promote the course draft using “Everybody has to take the Moti again” option.
- When we promote master course (course with replicas) using “Everybody has to take the Moti again” option.
- When the course or chapter is removed/deleted.