Managing PII retention helps you meet internal data governance standards while still preserving historical booking data for reporting and analytics.
Prerequisites
You must be a global administrator in Kadence
What is personally identifiable information (PII)?
Personally identifiable information includes details such as user names and email addresses that are associated with bookings in Kadence.
By default, Kadence retains all PII indefinitely. Enabling a custom PII retention period allows you to define when this information is removed from bookings.
When the retention period ends:
Names and email addresses are removed from the booking
The booking itself is retained
Historical usage, occupancy insights, and analytics remain available
This ensures you can analyze space usage without retaining personal user data longer than necessary.
Manage the PII retention period
To configure how long PII is retained:
Log in to Kadence
Click Settings in the lower left-hand corner
Select Company from the top menu
Scroll to the Personally Identifiable Information section
Toggle on Custom PII retention period
Enter the number of days you want PII to be retained
Once enabled, Kadence will automatically remove names and email addresses from bookings after the specified number of days.
Per-building PII retention overrides
In addition to the global PII retention setting, Kadence also allows you to control PII retention on a per-building basis.
This means you can:
Apply different retention periods for different buildings
Override the global PII retention setting where required
Align retention rules with local regulations or internal policies
When a building-level retention period is set, it will take precedence over the global setting for bookings made in that building.
For step-by-step instructions on configuring building-level PII retention, see our Buildings guide
Important notes
The retention period starts on the date of the space booking
This setting only applies to data fully controlled by Kadence
For room bookings managed via Microsoft 365 or Google Calendar, data retention is governed by the calendar provider, as it acts as the system of record
If you have compliance or legal requirements around data retention, we recommend reviewing this setting as part of your broader data governance policy.
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