Automated E-Signature Deletion – Duve

Duve is introducing a feature for time-based automatic deletion of e-signature files, allowing hosts to comply with regulatory requirements for document retention and deletion. Hosts can now configure e-signature files to be deleted after set time periods, such as 1 month, 2 months, or 1 year, based on either the guest's check-in or check-out date. This feature offers an expanded solution to meet various global compliance standards, such as Germany's mandate for deleting these files one year after a guest’s arrival.

Important note:

If selecting a time-based deletion, a confirmation popup will display to confirm that the deletion action will apply retroactively to any existing files that match the criteria.

How to Set Up Time-Based E-Signature Deletion

Step 1: Accessing E-Signature Deletion Settings

Login to Duve Dashboard: Go to ‘Settings’ > ‘General’ > ‘E-signature.’
Select Deletion Option: Under the feature title "Auto Delete E-signature Files," you will see the current deletion status (e.g., “Never,” “1 Month after Check-in”). Click on this option to open a configuration popup.

Step 2: Configuring the Deletion Period

Choose Deletion Type: In the configuration popup, select from the following options:
- Never (default): Retains e-signature files indefinitely.
- Time-Based Deletion: Automatically deletes files after a set period from either the check-in or check-out date, with the following options:
  - 1 Month, 2 Months, 3 Months, 6 Months, 1 Year, 3 Years, 6 Years
- Sent to Email: Automatically deletes files after they are successfully sent to the designated email address configured under ‘Notification Emails.’
Confirm Selection: If selecting a time-based deletion, a confirmation popup will display to confirm that the deletion action will apply retroactively to any existing files that match the criteria.
Save Changes: Click “Save” to activate the selected deletion period.

Step 3: Managing Email Notifications and Validation

Verify Notification Email: If choosing the “Sent to Email” option, ensure that at least one email is listed under ‘Notification Emails’ in the settings. If empty, a default email will be used.

Step 4: Viewing Deleted Files on Reservation Page

Deleted e-signature files display a timestamp in gray text on the reservation page, indicating the date of deletion (e.g., “Auto-deleted on 30 Nov 2022”), providing hosts with clear visibility into the retention and deletion status of each file.

Use Cases

1. Host Configuring Time-Based Compliance for E-Signatures

For hosts in regions with strict document retention laws, this feature simplifies compliance by automatically deleting files at the configured interval, ensuring that they meet regulatory obligations without manual intervention.

2. Managing Brand-Specific Deletion Requirements

Hosts with multiple brands can configure deletion settings independently for each brand, providing flexibility to comply with various regional data retention requirements and support customized document management.

3. Confirmation and Error-Free Compliance Management

With confirmation popups, hosts can ensure they understand and confirm their settings, preventing accidental deletion of critical files. This feature also supports error logs for added reliability in managing sensitive documents.