What are the data retention periods in Spotler?

The retention periods within Spotler Mail+ have never/not previously been set, but as of March 1, 2023, the following parts will be permanently removed from your account after the retention period:

Spotler automatically deletes this data after 2 years. However, this does not apply to contact details that you have imported by yourself. The owner of the account is responsible for this. 

Saving data affects the performance of the software. By setting a retention period, we offer better performance and you are able to manage the retention period way better. An additional advantage is that we as a company can reduce our ecological footprint, because we do not have to expand our data center as quickly.

Mailing interactions (retention period: 24 months)

All statistics regarding received mails, including opens and clicks, are anonymized after 24 months. 

What should I take into account?

  • The results in the mailing report are still available but can no longer be traced back to contacts.


  • In the contact details you will not see any interactions from more than 24 months ago. This means that you will not see whether someone has received, opened or clicked (or bounced in) a mailing.
  • The retention period of automatic campaigns (automations) starts after the contact has completed the automation. In this case it concerns mail interactions and which steps they have gone through in the flow. 

Which interactions will continue to exist?

  • Interactions in forms and surveys

Archive mailings (retention period 48 months)

When a mailing is sent, a copy of the message is made. The used images from the Images module are copied to a separate location on the server and are stored there. This way you can remove images from the Images module without affecting your sent Mailings. The images shown in the sent Mailings are removed after a retention period due to data minimization. The images in the Images module will still remain.

Images included in the mail from an external location are not included. We have no influence on this.

What should I take into account?

  • If your contact views a mailing that was sent more than 48 months ago, the images will not be shown.
  • Do you have an archive of mailings on your website? Please note that no images will be shown for mailings older than 48 months. 

Which images will remain?

  • Images in Campaign messages and Automation messages
  • Images on web pages
  • Images in forms and surveys
  • Images in templates
  • Images in your own hosting environment.

Frequently asked questions

Can I further reduce my retention period? 

It is possible to further reduce your retention period. For data, 6 months is the shortest retention period and for images 12 months. Please contact our Support department if you want to reduce the retention period. 

Can I increase my retention period? 
Only in good consultation is it possible to increase the retention period. Please fill in this form.
Can I export the data before it is deleted?
You can export raw data from mailings. This way you can see who opened or clicked, which link was clicked and when. You can read more about exporting mailing data in the article: How can I export a report?
I want to set a retention period for more data, is that possible?
At this time, it is not possible. However, we do not exclude that this will be made possible in the future. When the time comes, you will receive a message from us. 
Does the retention period affect my engagement campaigns?
No, this has no effect. Besides, the maximum number of months for which you can segment for your engagement campaign is 24. This corresponds to the standard retention period that we use. 
Which data can I export from my account?
Would you like to export your data before the retention period expires? There are a number of things that you can export yourself and there are a number of things that are exported via Spotler support. You can read more about this in the article: What data can I export from my account?