Retention and deletion

How long kanman keeps runs, evidence and audit entries, and what happens when you delete a team or a workspace.

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

What is kept, and for how long

Data Kept Notes
Repository checkouts Only during a run The run’s machine is discarded when the run ends. kanman keeps no copy of your repository.
Stories mirrored from your tracker While the story exists in your tracker and the team exists Your tracker stays the source of truth.
Run records and evidence packs As long as the team exists The evidence pack is also posted as a comment on the pull request and the tracker issue, so it stays with your code even after deletion in kanman.
Proof artifacts (traces, screenshots, videos, logs) As long as the team exists Linked from the evidence pack.
Decisions As long as the team exists Includes who answered and when.
Audit log According to your workspace’s audit retention Configurable in Settings > Audit retention.
Conventions Until retired or the team is deleted Retired conventions stay visible in the retired list for traceability.

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 Settings > Audit retention (/<workspace>/settings/audit). 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.
  3. Click Save.

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.

Tip

Before you shorten the retention period, export the entries you need to keep from the audit page. See Audit export format.

Deleting a team

Only the workspace owner can delete a team:

  1. Open the team, then Settings, Advanced (/<workspace>/teams/<team>/settings/advanced).
  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 so that the audit trail stays complete; if you need them erased for good, write to [email protected].

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 Settings, Danger Zone (/<workspace>/settings/advanced), 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. To have the remaining records erased completely, the owner writes to [email protected].

Invoices are kept as long as the law requires.

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 Settings > API. A revoked token stops working immediately.
  • Remove the workspace’s provider key in Settings > AI providers. 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.

Last updated: January 1, 0001

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