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When you upload files to an Agent, Kolena stores both the files and the Prompt results in cloud storage.
  • Deleting an Agent Run (via UI or API) immediately deletes its files and results.
  • If you do nothing, the data remains until a retention policy triggers or you delete it manually.

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Setting Retention Policies

This is available on the Enterprise Plan. Contact Kolena if you’re not on an Enterprise plan but would like to try this feature.
Data retention policies can be set at three levels: Organization, Workspace, and Agent. These policies dictate the maximum amount of time data can exist on Kolena before it is automatically purged. The amount of time is measured from the time the file is initially uploaded to Kolena.
When setting a retention policy, any files and Runs which are older than the new policy will be immediately and permanently deleted. For example, setting an Organization policy of one year will delete all files and Runs across all Agents which were uploaded more than one year ago.

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Organization-Level Policy

An Organization policy can be set by admin users through the “Data & Security” tab on your Organization page. This is the highest-level policy and applies to all Workspaces and Agents within the Organization.

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Workspace-Level Policy

Workspace policies can be set by admin users through the “Data & Security” section on the Workspace settings page. A Workspace policy:
  • Applies to all Agents within that Workspace
  • Must be equal to or more restrictive than the Organization-level policy (if one is set)
  • Overrides the Organization policy for Agents in that Workspace (by being more restrictive)
  • Can be removed, in which case the Organization policy will apply
This allows different Workspaces to have different data retention requirements while still maintaining compliance with Organization-wide policies.

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Agent-Level Policy

Agent policies can be set individually on each Agent. This setting can be found on the main page of the Agent. An Agent policy:
  • Applies only to that specific Agent
  • Must comply with both the Workspace policy and Organization policy (if set)
  • Provides the most granular control over data retention
  • If no Agent policy is set, the Workspace policy (if any) will apply, otherwise the Organization policy will apply