Set Data Retention Policies for GDPR Compliance

To comply with GDPR storage limitation rules in Europe, HelloSMS provides automated tools to ensure that personal data is kept only for as long as necessary.

The system features a default 12-month retention policy that automatically deletes old messages, though you can customize this timeline or disable it entirely to fit your specific industry requirements.

Data retention is essential for:

  • Compliance: You must not retain personal data for longer than necessary under the GDPR.
  • Lower Risk: Storing less data reduces the impact in the event of a data breach.
  • User Trust: Proper data handling shows that you respect customer privacy.

Available Data Retention Options

By default, HelloSMS keeps SMS records for 12 months. You can change this in your Account Settings.

Retention Option

Description

Recommended Use Case

Enabled (12 Months Default)

Messages are deleted automatically after 12 months.

Good for most businesses. Keeps useful history but stays compliant.

Enabled (Custom Months)

You choose how many months to keep messages (1–120).

Best for businesses handling sensitive data and needing shorter storage times.

Disabled

SMS records will be kept indefinitely.

Only if you have a strong legal or business reason. Use carefully.

Your chosen setting determines how long incoming and outgoing SMS messages remain in HelloSMS.

  • When the time is up, messages are deleted automatically.
  • You are still responsible for choosing a retention period that meets your legal needs. HelloSMS only provides the tools.

Change Data Retention Period

Follow these steps to customize how long the system keeps your SMS records:

  1. Go to Account Settings.
  2. Scroll down to the GDPR Data Management section.
  3. Choose your automatic deletion settings under Automatic deletion of old messages:
    • To Enable Automatic Deletion (Recommended):
      • Select the option to Enable automatic deletion of old messages.
      • Enter the desired Number of months before messages are deleted (from 0 to 120 months).
    • To Disable Automatic Deletion:
      • Select Disable automatic deletion.

      • Your message data will remain in the system indefinitely.

        The default retention period is 12 months. If you enter 0 months, messages are typically deleted from the system within 24–48 hours.

  4. Click Save Settings.

Choose the best retention period for your business, giving you full control over message storage and helping you easily meet your GDPR compliance requirements.

Learn More

See the following articles to learn more: