> ## Documentation Index
> Fetch the complete documentation index at: https://docs.famulor.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Automatic Deletion of Call Data

> GDPR-compliant automatic deletion of call data after configurable retention periods

<Warning>
  This page does not constitute legal advice. Always review your specific use case with legal counsel and observe the applicable statutory retention requirements in your country.
</Warning>

## Overview

**Automatic deletion of call data** is an important part of GDPR-compliant data management. With the Famulor workflow template, you can have call data and related information automatically deleted after a configurable retention period (default: 180 days).

<CardGroup cols={2}>
  <Card title="GDPR Compliance" icon="shield-halved">
    Automatic enforcement of storage limitations according to Art. 5 para. 1 lit. e GDPR
  </Card>

  <Card title="Time Savings" icon="clock">
    No more manual management of deletion periods required
  </Card>

  <Card title="Legal Security" icon="scale-balanced">
    Reduces risks from accidental overruns of retention periods
  </Card>

  <Card title="Flexible Configuration" icon="sliders">
    Individual adjustment of retention duration depending on use case
  </Card>
</CardGroup>

## What is this Workflow?

The **Automatic Deletion Workflow** is a preconfigured template for the Famulor automation platform that:

* **Automatically identifies call data** (call records)
* **Calculates the age** of the data (based on call date)
* **Performs deletion** when the configured retention period has been exceeded
* **Runs daily** to ensure ongoing compliance

<Info>
  **Default configuration:** The workflow is set to a 180-day retention period by default. You can adjust this duration in the code node.
</Info>

## Why Automatic Deletion is Important

### Legal Requirements

The **GDPR (General Data Protection Regulation)** requires **storage limitation** in **Art. 5 para. 1 lit. e**:

> "Personal data must be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed."

<Steps>
  <Step title="Purpose Limitation">
    Data may only be stored as long as the processing purpose exists
  </Step>

  <Step title="Data Minimization">
    Unnecessary data storage violates the principle of data minimization
  </Step>

  <Step title="Deletion Obligation">
    Deletion is required when the purpose ceases or legal deadlines expire
  </Step>

  <Step title="Proof of Compliance">
    Automated processes document adherence to deletion deadlines
  </Step>
</Steps>

### Practical Advantages

<Accordion title="Risk Reduction">
  * **Avoid fines:** GDPR violations can result in fines up to 4% of annual revenue or €20 million
  * **Reduce liability risks:** Automatic deletion prevents accidental breach of retention periods
  * **Compliance documentation:** Automated processes create verifiable compliance evidence
</Accordion>

<Accordion title="Efficiency Gains">
  * **No manual management:** Automatic execution saves time and resources
  * **Consistent enforcement:** No human errors in calculating deletion deadlines
  * **Scalability:** Works independently of the number of calls
</Accordion>

<Accordion title="Privacy & Security">
  * **Minimal data storage:** Reduces attack surface for data breaches
  * **Data minimization principle:** Only as much data as necessary, only as long as needed
  * **Customer trust:** Demonstrates proactive data protection practices
</Accordion>

## Legal Framework for Telephone Recordings

### GDPR (General Data Protection Regulation)

The **GDPR** is the primary legal basis for processing personal data in the EU:

<CardGroup cols={2}>
  <Card title="Art. 5 GDPR" icon="gavel">
    **Processing principles:** Lawfulness, purpose limitation, data minimization, storage limitation
  </Card>

  <Card title="Art. 6 GDPR" icon="scale-balanced">
    **Legal bases:** Consent, contract performance, legitimate interest, legal obligation
  </Card>

  <Card title="Art. 17 GDPR" icon="trash">
    **Right to erasure:** "Right to be forgotten" when purpose ends or consent is withdrawn
  </Card>

  <Card title="Art. 30 GDPR" icon="clipboard-list">
    **Record of processing activities:** Documentation of all data processing
  </Card>
</CardGroup>

### Telecommunications Act (TKG)

The **Telecommunications Act (TKG)** also regulates specific aspects of telecommunications:

<Accordion title="§ 88 TKG – Data Protection in Telecommunications">
  * Special protections for telecommunications data
  * Prohibition of unauthorized transmission of traffic data
  * Storage only for billing purposes or statutory obligations
</Accordion>

<Accordion title="§ 100 TKG – Recording Telephone Conversations">
  * **Consent required:** Both parties must agree to recording
  * **Purpose limitation:** Recordings may only be used for the specified purpose
  * **Deletion obligation:** Deletion after purpose ceases or legal deadlines expire
</Accordion>

### National Laws

<Accordion title="Germany">
  * **BDSG (Federal Data Protection Act):** Supplements GDPR with national provisions
  * **TMG (Telemedia Act):** Regulates telemedia services
  * **UWG (Unfair Competition Act):** Regulates telephone marketing and consents
</Accordion>

<Accordion title="Austria">
  * **DSG (Data Protection Act):** National GDPR implementation
  * **TKG 2021:** Telecommunications Act with strict consent requirements
</Accordion>

<Accordion title="Switzerland">
  * **nDSG (new Data Protection Act):** In force since 01.09.2023, similar to GDPR
  * **FADP (Federal Act on Data Protection):** Federal data protection law
</Accordion>

### Observe Retention Obligations

<Warning>
  **Important:** Before configuring automatic deletion periods, verify whether your industry or use case is subject to statutory **retention obligations** (e.g. under commercial law, tax law, medical law).
</Warning>

<CardGroup cols={2}>
  <Card title="Commercial Law" icon="briefcase">
    Commercial books: 10 years (HGB § 257)
  </Card>

  <Card title="Tax Law" icon="receipt">
    Tax-relevant records: 10 years (AO § 147)
  </Card>

  <Card title="Medical Law" icon="heart-pulse">
    Patient records: 10–30 years depending on country
  </Card>

  <Card title="Labor Law" icon="briefcase">
    Personnel files: 2–10 years depending on document type
  </Card>
</CardGroup>

## Setting Up the Workflow

### Step 1: Access the Automation Platform

1. **Open Famulor Platform:** Navigate to [https://app.famulor.de](https://app.famulor.de)
2. **Log in:** Sign in with your credentials
3. **Open Automation menu:** Click on **"Automation"** in the main menu

<Info>
  Make sure you have access to the automation platform. If not, contact support.
</Info>

### Step 2: Open the Workflow Template

Open the workflow template via the following link:

**Workflow Template:** [https://automate.famulor.de/templates/EQ2ZaUGJARERwPH4IeLoh](https://automate.famulor.de/templates/EQ2ZaUGJARERwPH4IeLoh)

<Check>
  The link opens the preconfigured template directly in the automation platform.
</Check>

### Step 3: Add API Key

1. **Retrieve API key:**
   * In the Famulor Platform, go to **Settings** → **API Keys**
   * Create a new API key or use an existing one
   * Copy the API key

2. **Insert into workflow:**
   * Find the **API authentication node** in the workflow
   * Paste your API key into the designated field

<Warning>
  **Security:** Keep your API key secure and do not share it with third parties. You can regenerate the key in settings if lost.
</Warning>

### Step 4: Adjust Retention Period

1. **Open code node:** Locate the **code node** in the workflow
2. **Change retention duration:**
   * Default: **180 days** (6 months)
   * Adjust the value according to your requirements
   * Example: `const retentionDays = 90;` for 90 days

<Accordion title="Recommended Retention Periods">
  * **General business data:** 90–180 days (GDPR compliant)
  * **Customer service records:** 30–90 days (post quality assurance)
  * **Sales calls:** 180–365 days (depending on contract duration)
  * **Compliance records:** Check statutory requirements
</Accordion>

### Step 5: Activate Workflow

1. **Save workflow:** Click **"Save"**
2. **Publish workflow:** Click **"Publish"**
3. **Automatic execution:** The workflow runs automatically every day

<Info>
  The workflow runs in the background and checks all call data daily. Calls older than the configured retention period are deleted automatically.
</Info>

## What Gets Deleted?

The workflow automatically deletes:

* **Call data** (call records)
* **Associated metadata** (date, time, duration)
* **Transcriptions** (if available)
* **Related lead information** (depending on configuration)

<Warning>
  **Irreversible:** Deletion is permanent and cannot be undone. Ensure important data is exported before the retention period expires if needed.
</Warning>

## Best Practices

<CardGroup cols={2}>
  <Card title="Legal Review" icon="gavel">
    Verify all statutory retention obligations for your industry before configuring
  </Card>

  <Card title="Documentation" icon="clipboard-list">
    Document the configured retention period in your record of processing activities
  </Card>

  <Card title="Regular Review" icon="magnifying-glass">
    Regularly check if the retention period is still appropriate
  </Card>

  <Card title="Backup Strategy" icon="floppy-disk">
    Consider backing up important data before automatic deletion
  </Card>
</CardGroup>

## Frequently Asked Questions

<Accordion title="Can I exclude certain calls from automatic deletion?">
  Yes, you can customize the workflow to exclude certain calls based on criteria (e.g., tags, campaigns, status). This requires adjusting the code node.
</Accordion>

<Accordion title="Can I undo the deletion?">
  Automatic deletion is final. Make sure important data is exported or backed up before the retention period expires.
</Accordion>

<Accordion title="Does the workflow consider statutory retention obligations?">
  The workflow does not automatically take statutory retention obligations into account. You must adjust the retention period accordingly or exclude specific data from deletion.
</Accordion>

<Accordion title="How often does the workflow run?">
  By default, the workflow runs daily. You can adjust the frequency in the workflow settings.
</Accordion>

## Further Information

<CardGroup cols={2}>
  <Card title="GDPR Compliance" icon="shield-halved" href="/en/provisioning/compliance">
    Compliance requirements for phone number provisioning
  </Card>

  <Card title="Data Protection & Compliance" icon="scale-balanced" href="/en/sales/datenschutz-und-compliance">
    Legally compliant cold calling in the DACH region
  </Card>

  <Card title="Automation Platform" icon="wand-magic-sparkles" href="/en/automation-platform/introduction">
    Introduction to the no-code automation platform
  </Card>

  <Card title="API Reference" icon="code" href="/en/api-reference/introduction">
    API documentation for advanced integrations
  </Card>
</CardGroup>

***

<Info>
  **Note:** For questions about configuration or legal requirements, please contact [Famulor Support](mailto:support@famulor.io) or consult legal counsel.
</Info>

<Tip>
  Related pages: [Data Retention](/en/legal/data-retention) and [Voice Cloning Legal Information](/en/legal/voice-cloning-legal-information), and [Voice Cloning Compliance](/en/legal/voice-cloning-compliance).
</Tip>