Data export and erasure
This page is for the owner and the administrator. It lists, for each kind of data a store holds, how it is exported and how it is erased, and gives a yearly routine to keep data no longer than you decided. The full tables of defaults and settings are on Data retention and deletion; this page is the store's view of them.
Warning
Not legal advice. How long you must or may keep each kind of data is a legal and bookkeeping decision. Ask your lawyer, your accountant or your data protection officer.
Export and erase, by kind of data
| Data | Export | Erase | Source |
|---|---|---|---|
| Mail preferences and consent | The person's own download; ./console exp:mail:preferences export --email=<address> | ./console exp:mail:preferences erase --email=<address> --yes (consent log anonymized, withdrawal kept as proof) | Compliance and GDPR |
| User account | Read in Users | Remove the user: final, no trash, erases mail preferences | Check user accounts |
| Orders | One customer's orders in the customer order view; each receipt as a downloaded file | Archive (shop/archiveorder) or remove (shop/removeorder) | kernel/shop/module.php, Permanent order receipts |
| Form submissions | Setup > Collected information, CSV export | Same page: remove collections | Collected information |
| Newsletter subscribers | The cjw_newsletter administration | The cjw_newsletter user list | cjw_newsletter |
| Audit records | exp:audit export --subject-user=<id> | Not one by one; kept for the retention period, personal fields pseudonymized | Data retention and deletion |
| Baskets | Not needed | Removed by the basket_cleanup.php cron job | settings/cronjob.ini |
| Backups | Your host | Expire under your backup retention | Backups: what to back up |
Note
The shop has no export of all orders to a spreadsheet, and no command that removes or anonymizes all orders of one
customer among the shop views (kernel/shop/module.php, and What the built-in shop does). For a single
request, the customer order view finds that customer's orders by e-mail address (shop/customerorderview).
Archive or remove orders?
| Archive | Remove | |
|---|---|---|
| Leaves the active order list | yes | yes |
| Can be brought back | yes (shop/unarchiveorder) | no |
| Kept for bookkeeping | yes | no |
| Personal data still stored | yes | no |
Most stores archive finished orders after their returns period and remove them only when the bookkeeping period has passed. Write your periods into a retention schedule; the one on Data retention and deletion has a line for orders.
The defaults that run on their own
Several kinds of data are removed by cron jobs, with periods you can change, for example sessions after 360 days
(site.ini [Session] SessionTimeout), 404.log after 30 days and security.log after 90 days
(Data retention and deletion).
Warning
If the cron jobs do not run, nothing is removed. Ask your host to confirm that they are scheduled (Cron jobs).
A yearly retention routine
- To do: Retention schedule reviewed with the adviser: periods for orders, accounts, form submissions, logs, backups.
- To do: Settings still match the schedule; your administrator changes them in
settings/override. - To do: Orders past the bookkeeping period removed, others archived.
- To do: Form submissions older than needed removed in Setup > Collected information.
- To do: Long-unused customer accounts reviewed with Users > Check user accounts.
- To do: Newsletter subscribers who are gone handled in the newsletter administration.
- To do: Export files on staff computers and in
var/tmp/deleted. - To do: Backup retention confirmed with the host.
What to settle with your host
- How long backups are kept, and where.
- Whether erased data must be removed from backups, or expires with them.
- How a restore avoids bringing erased data back into use.
- Which server, mail and panel logs they keep outside Exponential, and for how long.
Related pages
- Data retention and deletion
- GDPR requests
- Personal data in Exponential
- Log and data retention for hosts
- Free documentation: this page is free to copy, translate and improve under the GNU FDL 1.3.
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