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Dormant data deletion

Test Cloud automatically deletes dormant community organizations to comply with data retention requirements and prevent the accumulation of unused data. This process runs without manual intervention and is governed by a scheduled notification and deletion flow.

Dormancy criteria​

An organization is considered dormant when both of the following conditions apply:

  • It has a community license.
  • No user, robot, or application has logged in within the past 90 days.

Deletion timeline​

When an organization meets the dormancy criteria, the system schedules a deletion date and notifies all organization administrators via email. Administrators receive reminders at the following intervals before the deletion date:

  • 60 days before deletion
  • 30 days before deletion
  • 7 days before deletion

If no action is taken, the organization is permanently deleted on the scheduled date.

Email notifications​

The deletion reminders are sent using Test Cloud's notification system. The three notifications responsible for these reminders are:

  • Organization deletion first reminder — sent 60 days before the deletion date
  • Organization deletion second reminder — sent 30 days before the deletion date
  • Organization deletion final reminder — sent 7 days before the deletion date

These notifications appear in your organization's Notification preferences, under Data residency notifications > Dormant deletion. For more information on how notifications work, see About notifications and Managing notifications.

How to prevent deletion​

An organization administrator can prevent deletion by logging into the organization. Logging in resets the inactivity period, which removes the dormancy status and cancels the scheduled deletion.

Recovering a deleted organization​

If the organization is deleted, you can recover it within 7 days of the deletion date.