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We are establishing an inactive user policy for our academy and community and are seeking guidance on industry best practices. What is the standard retention period for an inactive user account before their personal data should be removed? ​@olimarrio ​@Mithila Jayalath 

We established our own rule, which is 12 months of inactivity (not even a log in). The users are receiving warnings (1 month/week/day before).


I don’t delete inactive users, so long as they are still a customer/partner/employee. But if people leave their organization, this is what I do:

When an employee leaves the company:

  • if they have no content, I delete the account.
  • if they have content, I change them from a employee role to former employee, which removes any access they have to content. Both are custom roles.

If a customer leaves their company (and therefore community access), I do the same - delete them if they don’t have content OR move them to “former customer” with no access.

I haven’t removed users just for being inactive, but I’d be keen to hear if that’s a best practice. As long as they are a customer/partner, I don’t want to make them rejoin, should they want to use the community at any point.