Data Retention

DocApply automatically deletes or anonymizes inactive user accounts and old application data via scheduled jobs. This ensures GDPR compliance without manual intervention.

---

Overview

There are two retention mechanisms:

Mechanism	Target	Default Threshold	Default Schedule
User Retention	Inactive non-admin users	365 days of inactivity	Daily at 03:17 UTC
Applicant Retention	Old application records	188 days (6 months minimum)	Daily at 02:37 UTC

Both support dry-run mode (log-only, no actual deletion) and runtime limits to keep execution safe.

---

User Retention

Targets users who have not been active for the configured inactivity period.

What happens:

• 28 days before deletion: a warning email is sent to the user
• On deletion day: the account and related data are cleaned up

Cleanup behavior by role:

• Applicants: applications, reviews, ratings, comments, interview data, uploaded documents, and profile data are deleted
• Professors / Employees: data is anonymized and reassigned to a placeholder "deleted user" account (configurable via the DELETED_USER_* variables below)
• Admins: always skipped — admin accounts are never deleted

---

Applicant Retention

Targets old application records independently of user accounts. The minimum threshold is 188 days (enforced in code to comply with GDPR).

What is deleted per application:

• Reviews, comments, document dictionaries, interviewee records
• Associated uploaded documents
• The application record itself

info

Applicant retention is disabled by default and runs in dry-run mode. To enable it on production, set both APPLICANT_RETENTION_ENABLED=true and APPLICANT_RETENTION_DRY_RUN=false in GitHub Variables.

---

Configuration

All retention properties are managed via GitHub Variables on testserver and production:

User Retention

Variable	Description	Default
USER_RETENTION_ENABLED	Enable/disable scheduled user cleanup	true
USER_RETENTION_DRY_RUN	Log planned deletions without applying them	false
USER_RETENTION_INACTIVE_DAYS_BEFORE_DELETION	Days of inactivity before a user is eligible for deletion	365
USER_RETENTION_BATCH_SIZE	Number of users processed per batch	300
USER_RETENTION_MAX_RUNTIME_MINUTES	Maximum execution time per run	10
USER_RETENTION_CRON	Cron schedule	0 17 3 * * *
USER_RETENTION_DELETED_USER_ID	UUID of the placeholder user for anonymized data	00000000-0000-0000-0000-000000000100
USER_RETENTION_DELETED_USER_EMAIL	Placeholder email	deleted@user
USER_RETENTION_DELETED_USER_FIRST_NAME	Placeholder first name	Deleted
USER_RETENTION_DELETED_USER_LAST_NAME	Placeholder last name	User
USER_RETENTION_DELETED_USER_LANGUAGE	Placeholder language	en

Applicant Retention

Variable	Description	Default
APPLICANT_RETENTION_ENABLED	Enable/disable scheduled applicant data cleanup	false
APPLICANT_RETENTION_DRY_RUN	Log planned deletions without applying them	true
APPLICANT_RETENTION_DAYS_BEFORE_DELETION	Days before application data is eligible for deletion (minimum: 188)	188
APPLICANT_RETENTION_BATCH_SIZE	Number of applications processed per batch	300
APPLICANT_RETENTION_MAX_RUNTIME_MINUTES	Maximum execution time per run	10
APPLICANT_RETENTION_CRON	Cron schedule	0 37 2 * * *

tip

Retention runs produce detailed logs for traceability and auditing. Check the server logs to verify that retention jobs are running as expected.