Retention and deletion

This page explains what kanman keeps, for how long, and how to delete it.

What is kept, and for how long

Audit log retention

The audit log is append-only: entries cannot be edited, and they cannot be deleted by hand. The workspace’s retention period says how long entries are kept.

To change the retention period:

1. Open Workspace settings > Audit (/<workspace>/settings/audit), or click Change next to Kept for … days at the top of the audit log. Every member can see the current value; only workspace owners and admins can change it.
2. Under Keep entries for, choose 90 days, 180 days, 365 days (the default), 730 days or 1825 days. The page marks the periods longer than a year in one line: keeping entries longer than a year is part of Enterprise.

The choice is saved as soon as you make it, with Undo for a few seconds. If the new period is shorter, kanman first shows how many entries are older than it and will be removed that night. Nothing changes until you confirm.

Every night kanman removes the entries older than the retention period. Workspaces that never changed the setting keep entries for 365 days. Each removal leaves one audit_retention_applied entry with the number of removed entries and the cut-off date, so the trail shows that and when entries were removed.

Deleting a team

Only the workspace owner can delete a team:

1. Open the team, then Settings, Team, and scroll to the danger zone at the bottom.
2. Click Delete team.
3. Type the team’s name and click Delete team.

kanman then stops all work for the team right away: running work is cancelled, open decisions are closed, the policy is paused and the tracker sync stops. The team disappears from kanman for everyone, and the deletion is recorded as team_deleted in the audit log. It cannot be undone in the app.

Your tracker issues, pull requests and the evidence comments on them are not touched, because they live in your tools. kanman keeps the team’s runs, decisions and evidence out of sight for 30 days and then erases them for good (see Full erasure after 30 days).

Audit entries about the team stay until they pass the workspace’s retention period, so you can still show later what happened.

Deleting a workspace

Only the owner can delete a workspace: open Workspace settings > General (/<workspace>/settings/general), scroll to the Danger zone, click Delete workspace, type the workspace’s name and confirm. See Workspace, members and roles.

kanman then stops all work in every team, closes open decisions, revokes all API tokens, switches off webhooks and self-hosted runners and erases the stored model provider keys. The workspace disappears for every member right away, and the deletion is recorded as workspace_deleted. It cannot be undone in the app. After 30 days the workspace and everything in it are erased for good, see below.

Invoices are kept as long as the law requires.

Full erasure after 30 days

A deleted team or workspace stays out of sight for 30 days. After that, kanman erases it completely and automatically; nobody has to ask for it.

• A deleted team: its stories, runs, decisions, evidence files and proof artifacts, team memory and conventions, chats, activity, tracker links and settings.
• A deleted workspace: all of its teams as above, plus its members, API tokens, webhooks, self-hosted runners, model provider settings and the workspace’s audit log.

What stays is a minimal erasure record: what kind of thing was erased, when it was deleted, when it was erased and how many records were removed. The name is kept only in a form that cannot be read back. When a team is erased from a workspace that still exists, the workspace’s audit log also gets an entry for the erasure; the team’s earlier audit entries stay until they pass the workspace’s audit retention.

Invoices and billing records are kept as long as the law requires. Your tracker issues, pull requests and the evidence comments on them are not touched.

Removing a member

When you remove a member, their access ends immediately. Their past actions stay in the audit log with their name, because an audit trail that forgets who approved something is not useful.

Your own model keys and tokens

• Revoke API tokens in Your settings > API tokens. A revoked token stops working immediately.
• Remove the workspace’s provider key in Workspace settings > Model access. Teams that use their own key then pause new runs until you add a key again or switch them to pay through kanman. kanman never falls back to its own model access on its own.

Related pages

• Hosting and data residency
• Audit export format
• DPA and subprocessors