Document Deletion policies for Required Documents

Duve now allows you to customize how long guest ID documents are stored after being scanned during the check-in process. This feature ensures that your property can remain compliant with regional privacy laws and guest data protection requirements.

Previously, ID documents captured during online check-in (e.g., via MRZ scan) were stored in Duve’s cloud for 6 months by default. With the new Document Retention Settings, you can now:

• Choose to delete documents automatically after scanning or MRZ extraction.

• Define a custom storage period from 1 month up to 7 years.

• Control who receives document copies via email.

• Maintain compliance with local regulations and guest data privacy laws.

How to Set it Up?

Go to Settings → Online Check-in → Required Documents

Scroll to "Managing Documents"

Choose between:

• 🟢 Save Documents (default)

• 🔴 Delete Documents

🟢 If “Save Documents” is selected:

You must select at least one of the following:

• ✅ Send Documents — Send a copy of the ID to designated email(s)

• ✅ Store Documents — Store the image in Duve’s cloud, period is counted from the scan date

*ONLY IF this option is selected, will you be able to see the documents in the reservation page

Note:
If you change the retention period, Duve will retroactively delete any documents that exceed the new time limit.

Example:
If you reduce the retention period from 6 months to 2 months, all files older than 2 months will be deleted immediately.

🔴 If “Delete Documents” is selected:

• All “Save” sub-options will be disabled.

• Documents will be permanently deleted after the scan is processed, according to the following logic:
  ✅ Extracted data (e.g., Name, DOB, ID number) is retained for use in guest profiles.
  ❌ The document image will not be accessible after deletion.

Host Experience

• After deletion, the document cannot be viewed from the reservation page.

• The “View” button will be hidden.

• A log entry of the deletion event will be saved on the reservation for compliance tracking.

Guest Experience

• The check-in step for document upload will appear as completed, even after the file is deleted.

• Guests can still re-upload their document if needed (as per current behavior).

FAQ

❓What happens if I don’t configure anything?

The default behavior remains “Save documents” for 6 months, with no changes to current email or storage settings.

❓Can I apply different policies per property?

Yes — document retention policies can be configured per property to meet local requirements.

❓Will changing the retention period delete past files?

Yes — Duve will automatically delete files older than the newly selected period.

❓Is extracted ID data still saved?

Yes — name, date of birth, ID number, and other data extracted via MRZ are preserved, even when the image is deleted.