Keep form responses only as long as you need them for the reason you collected them, then delete them. On Qwenvo you set that in the form's Settings with data retention: choose a number of days and submissions are removed automatically after that. This is a practical guide, not legal advice, and you decide your own retention period.
The principle behind retention
Data-protection rules such as the GDPR expect you to keep personal data no longer than your purpose requires. The law does not give one number of days for every form. A job application, an event RSVP and a support request each have a different reasonable period, and you need to be able to explain your choice.
Pick a period for each form
Write one line per form: what it collects, why, and when you stop needing it. Examples of the kind of reasoning to write down:
- Event RSVP: needed until the event is over and any follow-up is done. Often a short period.
- Contact form: needed until the message is answered. Keep it longer only if you have a reason.
- Job application: needed through the hiring process. Keeping candidates for future roles needs a reason, and in some places their consent.
- Survey: needed until you have analyzed it. Keep the anonymous results and delete the identifiable answers.
Your own legal duties, such as tax or contract records for paid orders, may require you to keep some data longer. Ask a qualified adviser if you are unsure.
Set auto-delete in Qwenvo
- Open the form and click Settings.
- Find data retention.
- Enter the number of days after which submissions should be deleted.
- Save and publish.
Auto-deleted submissions are removed, so export what you need to keep from Submissions first (CSV, JSON, XLSX, or per-submission PDF). On Tally, data retention is a Business feature at $89 a month; here it is free. Tally prices and plan details were checked on tally.so on 2026-10-29.
Do not forget the copies
Submissions travel. If you send them to Google Sheets, Notion, Airtable, Slack, email or a webhook, those copies are not deleted by Qwenvo's retention setting. Make a list of every place a form's data lands and delete or expire it there too.
Partial submissions and file uploads
Partial submissions keep answers from people who never pressed submit, so mention that in your privacy notice and keep them for as short a time as you can. Uploaded files are personal data if they contain personal details, such as a CV or an ID photo.
Where Qwenvo is hosted
Qwenvo is hosted in the United States. Tally is hosted in Europe. If you need your data kept in the EU, that is a real reason to choose a different tool. If transfers to the US are acceptable for your case, you are the one who makes that call. Read our privacy page.
A retention table you can fill in
Keep a one-page record, even if it is a spreadsheet. For each form, write the columns below. If someone asks why you hold their data, you can answer in a minute.
- Form name and link.
- Data collected, including hidden fields and uploads.
- Purpose, in one sentence.
- Retention period, and the reason for it.
- Where copies go, such as Sheets, Slack or email.
- Owner, the person who answers questions and deletes data.
Review the table every few months. Forms get forgotten, and old data piles up in places no one remembers.
Shorter is easier to defend
When in doubt, choose the shorter period and extend it later if you find a real need. Data you have deleted cannot leak, cannot be requested and does not need to be explained. Data you keep for no reason is a liability that grows every month.
Questions people ask
How long should I keep contact form submissions?
There is no single legal number. Keep them while you need them to answer and follow up, and write down your reason.
Can I delete one person's data on request?
Yes, you can find and delete a submission, and the audit log records who deleted what. Remember the copies in your integrations.
Do I need to tell respondents how long I keep their data?
Good practice, and often a legal requirement, is to say so in your privacy notice. Add a short Text block above the submit button and link your full policy.
Next step: use the GDPR forms checklist and the data retention setting on your next form.
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Set a retention period