How long is data kept, and how is it deleted?

Worktivity keeps your data for a fixed number of months and then removes it. There is no single number: heavy data and light data are kept for different lengths of time, and the windows are a property of your plan, not a switch in the tracking settings.

The three windows

• Activity data: the minute by minute records, plus timesheets, manual entries and everything payroll is worked out from. Kept for 12 months on Starter, Growth and Pro alike.
• Screenshots: 2 months on Starter, 4 months on Growth, 6 months on Pro.
• Timelapse videos: the same window as screenshots on each plan.

On a free trial all three windows are 1 month.

Images and video are heavy, so they have a shorter window than the figures. Removing a month of screenshots does not remove the hours that month is made of.

Where the windows are written

1. Open the workspace menu at the top of the sidebar and go to Subscription.
2. Press Compare plans. The Data retention and Screenshot retention rows give the windows of every plan, in months.
3. If your organization was given windows of its own, they appear on the current plan card, above the comparison.

The organization's own window wins over the plan, and an add-on wins over both when it is longer. Nothing ever shortens a window automatically.

If you need to keep things longer

Two optional add-ons extend either window without changing plans: extended data retention takes activity data to 6 years, and extended screenshot retention takes screenshots and timelapse videos to 12 months on any plan. Prices, billing and what happens when you cancel are in the article on retention add-ons.

What the nightly run removes

Once a night the server goes through every organization, works out three cutoff dates from the three windows and removes what is older than each of them.

• Activity records: the minute by minute records. My activities, Timesheet and the Screenshots grid are all built from them, so a removed day disappears from all three at once.
• Time entries: manual entries, including the ones written when somebody answered the question after a long idle stretch.
• Screenshots: the record is marked for removal, and a second job that runs every minute takes the image out of storage and drops the record.
• Timelapse videos: marked the same way, and their records are removed the same way.

Nothing is archived. There is no bin, no export step and no support request that brings a removed day back.

Before you shorten a window

Moving to a plan with a shorter window is not only a price change. The first nightly run after the change applies the new window, and everything older than it goes in that one run.

1. Decide what you still need. Timesheet exports a range as a spreadsheet, and the Screenshots grid downloads a selection as a zip.
2. Take those out first.
3. Then change the plan.

A shorter window takes effect on the first night after the change, not at the next renewal. Export before the change, not after.

Deleting on purpose

Retention is the automatic path. Somebody can also delete a single capture from the Screenshots grid, and there the image leaves storage at that moment. Which roles may do that, and what an employee can do about their own captures, is in the article on your own screenshots.

Deleting the organization itself is the widest version of the same thing: every team, employee, screenshot, video and activity record in it goes. Changing or cancelling a plan covers the billing side.