Keep and export your data
Clean up old videos automatically, place legal holds, read the activity log, export engagement and member data, and answer privacy requests.
On this page
Owners and admins manage how long the workspace keeps videos, and get records out of it, in Settings → Data and privacy. Members see the retention policy but can't change it.
Clean up old videos automatically
Vidler keeps videos until someone deletes them. To change that:
- Under Retention, turn on Clean up old videos.
- Choose When a video is older than, from 30 days to 3 years. Age counts from the day it was recorded or uploaded.
- Choose Archive it (it leaves the library and its link stops working until someone unarchives it) or Delete it (the video and its links are gone for good; it can't be brought back). Creators hear a week before.
- Optionally tick Keep videos someone watched in the last 30 days.
- Click Save policy.
Before you save, Vidler shows how many videos the next run would affect. The policy runs once a day.
Place a legal hold
A legal hold stops videos being deleted while a legal matter is open. Deleting a held video is refused with a note about the hold, retention rules skip it, and the workspace can't be deleted. Nobody else is told about the hold.
- Under Legal holds, click Place a hold.
- Name it, for example after the case.
- Choose what it covers: People, Videos or Everything, then click Place hold.
To end it, click Release hold.
Activity log
The Activity log records sign-ins, changes to people, single sign-on and SCIM, videos, settings, holds, requests, integrations and actions taken with Vidler AI (marked "via Vidler AI"). Filter by date, type, person or action, then click Export CSV or JSON. It's kept for as long as the workspace exists.
Exports
| Export | Where |
|---|---|
| Engagement per video in a date range | Engagement export → Export CSV |
| Member list | Settings → Members → Export CSV |
| Daily usage and usage by person | Admin console → Overview and People |
| Your own data | Settings → Security → Your data |
Answer a privacy request
When someone asks what the workspace holds about them, or asks for it to be erased:
- Under Privacy requests, enter their Email address and click Look up.
- Click Export data, or Erase data and type their email to confirm.
Erasing deletes their comments and reactions, and removes the name and email they gave to watch videos. You choose whether their videos stay or go to another member. People on legal hold can be exported but not erased. Each request is listed under Past requests and in the activity log.