Many organizations think they only need to delete data when someone explicitly asks for it. But under the GDPR, deleting personal data isn’t just a reactive step, it’s a built-in obligation. And that requires action.
Deleting Personal Data Under GDPR: It’s Not Optional
You’re only allowed to store personal data for as long as it’s truly necessary. As soon as the purpose for which you collected the data has been fulfilled, or if it turns out you’re no longer using the data, you must delete it.
You don’t need a formal deletion request. In fact, the GDPR requires you to take action on your own. Monitoring and removing unnecessary personal data is part of your basic compliance duty.
When Do You Have to Delete Data?
Once you know personal data is no longer used or needed, the GDPR expects you to act. In practice, this means:
- Job applications are deleted when they no longer relate to an active vacancy.
- Security camera footage is erased after the standard retention period, unless there’s an incident.
- Inactive customer records are removed when no longer needed for support, billing, or follow-up.
So don’t keep more than you use, and never longer than necessary.
Yes, There Are Exceptions But They’re Limited
In some cases, the law requires you to retain certain data, such as financial records or legal documentation. But these exceptions are clearly defined. For most personal data, GDPR data deletion rules apply once the data becomes irrelevant.
Proactive Compliance Means You Don’t Just Wait
Deleting personal data under GDPR isn’t about waiting for a retention period to expire, it’s about making sure the data you hold is still relevant and correct.
That means you must:
- Regularly check if data is still accurate
- Update or correct outdated records
- And delete data that’s no longer needed, even before a formal request comes in
Even if you’re technically allowed to keep certain data longer, GDPR requires you to assess whether it still serves a legitimate purpose. If not, it’s time to delete it.
What Should Your Organization Put in Place?
To stay GDPR-compliant, every organization should:
- Map out what personal data is stored, for what reason, and for how long
- Define retention periods per data category
- Regularly review accuracy and relevance
- Implement scheduled clean-ups, not just reactive deletions
- Set up procedures to handle deletion requests efficiently
Deleting personal data under GDPR is about more than ticking a box. It’s about building trust, managing risk, and handling information with care, even when no one is watching.
RealCob Helps You Stay in Control
Manual data cleanup is time-consuming, and easily overlooked. RealCob gives you a clear overview of what personal data your organization stores, how long it’s kept, and what needs to be deleted.