XTM Cloud 25.6

These data categories will be deleted automatically after the specified retention period:

• Projects in a Project list (for details, see Project list) and all data that is accessible to XTM Cloud Project Managers from the Project Editor:

  • All data in the General info tab screen. For details, see Project Editor: General information.

  • All data in the Files tab screen. For details, see Project Editor – Files.

  • All data in the Estimates tab screen. For details, see Project Editor - Estimates.

  • All data in the Costs (for details, see Project Editor - Estimates: Costs) and New costs tab screens (Beta, for details, see Project Editor – Estimates: New costs).

  • All data in the Workflow tab screen. For details, see Project Editor: Workflow) and Project Editor – Beta Workflow Editor).

  • All data in the Metrics tab screen. For details, see Project Editor - Metrics.

  • All data in the Statistics tab screen. For details, see Project Editor - Statistics.

  • A project's QA data, which can be extracted from the extended table (for details, see Extended table options), and LQA reports (for details, see Project Editor – LQA).

• Reports generated for a specific project.

  These are, for example, reports that XTM Cloud Project Managers can download for a specific project from a project listing in any of the Projects > Project list sub-tab screens, when they select the project's context menu icon and then Download (for details, see Reviewing projects). This also includes all reports that they can run for a specific project in the Project Editor (for details, see Project Editor).

• Project history.

  XTM Cloud Project Managers can download this report for a specific project in any of the Projects > Project list sub-tab screens, when they select the project's context menu icon and then Download (for details, see Reviewing projects). Project history is also saved in the XTM International database.

• Error logs.

  This data is only available to XTM Support. Users do not have access to it.

• History of generated and uploaded files.

  This data is available to XTM Cloud Project Managers in the Project Editor > Files tab screen (for details, see Project Editor – Files) and to Linguists in the Project > Files popup (for details, see Project – Files popup).

• Tasks.

  Linguists see their assignments in the Tasks tab screen. For details, see Tasks tab.

• TAUS legacy data.

• Project filters.

  Project filters (for details, see Creating a project filter) and project groups (for details, see Project groups tab) created by XTM Cloud Project Managers will be retained, but deleted projects will no longer be displayed in the filter results or a group of projects.

The following data categories are NOT deleted automatically and will be retained until the customer contract is terminated:

• Translation Memories. For details, see Translation Memory.

• Terminology. For details, see Terminology in XTM Cloud.

• Customers. For details, see Customers.

• Users. For details, see Users.

• Language Service Providers (LSPs). For details, see Subcontracting.

• Settings.

  Settings are made by XTM Cloud Administrators. For details, see XTM Cloud Configuration.

• Multi-project reports.

  These are reports that XTM Cloud Project Managers can download for selected projects in the Projects > Project list > Actions tab screen (for details, see Reports). Deleted projects will still be listed in historical reports generated before their deletion. They will, however, not be listed in reports run after their deletion, even if the same criteria are used.

• Customer reference material

  XTM Cloud Project Managers can upload reference materials for specific customers. For details, see Customer Editor – Edit.

Data retention periods depend on your instance type and your subscription. For details, see Licensing.

• Production Instances:

  • Team Subscription.

    Data will be retained for a duration of 1.5 years. If not used within this period, the affected data will be removed from XTM Cloud automatically.

    Important

    Customers on the old pricing model will be treated as Teams customers in terms of data retention, meaning that their unused projects will be removed after 1.5 years unless they renew to a Business or Enterprise subscription.

  • Business and Enterprise Subscriptions.

    Data will be retained for a duration of 3 years. If not used within this period, the affected data will be removed from XTM Cloud automatically.

    Important

    XTM Suite customers will be treated as Enterprise customers in terms of data retention, meaning that their unused projects will be removed after 3 years.

• TEST/DEV/UAT Instances:

  The data retention periods on TEST/DEV/UAT instances are as follows, according to your server size:

  • servers with 32GB RAM: 1 month.

  • servers with 64GB RAM or more: 3 months.

• They can check the automatic deletion date for multiple projects in all Projects > Project list sub-tab screens by looking at the sortable Retention end column. For details, see Customizable columns in the Project list.

• They can also see which projects will be deleted in the next 30 days. To do so, they must select the Show projects to be removed within the next 30 days checkbox in the Projects > Project list > Advanced search tab screen. For details, see Advanced search tab.

• A warning is displayed at the top of the Project Editor > General info tab screen to inform a Project Manager that a project will soon be deleted automatically. The warning states an exact date on which the project will be deleted, calculated in accordance with our data retention rules. For details, see Data Retention in XTM Cloud.

Many actions (taken in the XTM Cloud user interface or via the API) indicate that a project is still in use. Consequently, the list below only contains actions that are NOT considered ”project usage" and do NOT change a project's “last usage date”. These actions are:

• any action related to generating and downloading project files (such as source, preview, target, or reference files) performed by:

  • a Project Manager in the Project Editor > Files popup screen. For details, see Project Editor – Files.

  • a Linguist in the Project – Files popup. For details, see Project – Files popup.

  • a Project Manager or a Linguist in XTM Workbench. For details, see Preview files in XTM Workbench and Downloading target file in XTM Workbench.

• any action related to generating or downloading the following project information, performed by a Project Manager in the Project Editor:

  • Costs. For details, see Project Editor - Estimates: Costs and Project Editor – Estimates: New costs.

  • Proposals. For details, see Project Editor - Estimates: Proposal.

  • Statistics. For details, see Project Editor - Statistics.

  • Metrics. For details, see Project Editor - Metrics.

• opening a project: performed by a Project Manager, in the Project Editor, without making any changes to the project details. For details, see Project Editor.

• activating an archived project: performed by a Project Manager. For details, see Activating the archived projects. In this case, the relevant project will be activated, but its “last usage date” will not be changed.