Disk space and data retention — file usage, downloads, deletion, and how long data is kept

In Settings → System, there are two tabs:

• Disk space — storage usage and file downloads. Only the company administrator can see it. It cannot be assigned through roles because it allows downloading and deleting every company file.
• Data retention — how long each integration keeps customer data and order files. This is also restricted to the company administrator, who decides when customer data and order files are removed.

Where the numbers come from

The system counts company files on the server once an hour. The tab shows the latest count and when it ran. A file added just now will appear within an hour.

Files are grouped by type (labels, invoices, documents, photos, videos, imports, exports, printouts, other), then by source (for example, photos: returns, packing, bulk parcels) and month.

The count includes files saved since this feature was introduced. Older files still use the former folder layout; they are not shown on this tab and will disappear over time.

Warning limit

A company can have a storage limit in GB. The bar shows how much is used:

• At 80% of the limit, the administrator receives a warning notification.
• After the limit is exceeded, they receive a second notification.

The limit does not block anything. Labels, photos, and recordings continue to be saved. Once usage drops below the threshold, the notification closes automatically.

Download files (ZIP)

1. In the Which files tree, select what to include. You can select several types at once, such as return photos and labels. Selecting a type (for example, Photos) includes all its sources; selecting a source includes all its files. Expand a source to select order files from one integration only (for example, Amazon DE). The last entry under a source, Other files from this source, includes files without an integration (such as return photos not linked to an order) and connection files that were not present at the last count. It can only be selected together with the entire source: clicking it selects the whole source, and deselecting an integration also clears it. The archive never contains more than you selected. Each entry shows its size from the latest count; below the date range, you see an estimate for the selection. The exact archive size appears after preparation.
2. Choose one date range for the whole archive and click Prepare files. The system builds the list in the background. Large archives are split into parts of up to 2 GB.
3. Click Prepare for each part. The system builds it in the background (usually one or two minutes), then Download appears. Preparing and downloading each part require a 2FA code unless you entered one moments ago. The browser can resume an interrupted download. A prepared archive is available for one day; after that, prepare it again. If the server is short on space, preparation is refused—try later.
4. Each part contains folders by file type and source (for example, photos/returns/…, labels/orders/…) and a MANIFEST.txt with the file list and checksums.

After the last part is downloaded, a 24-hour review window begins. The archive counts down the time left, for example, “Server deletion in: 19 h 40 min (03.10 10:39)”; the counter updates every minute. During this period, you can download the archive again or click Report a problem. Nothing will be deleted until the issue is resolved, and the archive shows On hold.

After checking the files, click Files are OK — delete now. The confirmation window shows how many files and how much space will be removed; confirming requires a 2FA code. Small archives are deleted immediately. Larger ones are processed in the background and show Deleting with a progress bar. If you do not confirm, files are deleted automatically after the review window closes (within an hour).

Order files for orders that have not shipped yet and files changed after archive preparation remain on the server. A deleted archive shows Deleted and a summary, for example, “Deleted 118 files (50.0 MB); kept 2 (orders in progress)”. If files changed or could not be deleted, their counts are included too. A deleted archive can no longer be downloaded.

Delete without downloading

If the company does not need a copy and wants to free space, it can delete files immediately without making a ZIP archive, from the same tab used for downloads:

1. Select what to delete in the tree and choose a date range, as for a download.
2. Click Delete without downloading below Prepare files. A preview immediately shows the number of files and amount of space to be removed and the files that will remain (orders in progress).
3. Click Next, enter the company name, and click Delete files. A 2FA code is required.

Files are deleted in the background and cannot be recovered. Download them first if you want to keep a copy. Order files for orders that have not shipped yet remain. The Deleted without download section shows who deleted what and how much, and when. It also lists files deleted by platform support, marked “platform support”. A technical account cannot use this option: a program deletes files by confirming their receipt through the API.

Download files through the API

Below prepared files is the Download files through API card. A program can download company files—return photos, labels, invoices—every night and free server space. The card includes a ready-to-copy script (Python or curl) with the URL of your installation.

1. Add a program account and create its key under Program access (API). The first step in the card links there. Technical accounts are set up with help from the company administrator.
2. The program retrieves the list of new files, downloads each file, then confirms receipt using that file’s SHA-256 checksum.
3. A confirmed file is removed from the server immediately. Order files for orders still in progress remain; so does any file whose checksum does not match.

This works only with a program account key. An employee’s personal key or a signed-in browser session cannot do it. The script records its position in cursor.txt, so each run fetches only new files. If the program queries the server too often, the server asks it to wait; the script waits and retries automatically.

Data retention

Settings → System → Data retention controls how long each integration keeps customer data and its order files. After that period, the system permanently deletes them every night. The list includes integrations that receive orders: marketplaces, manual orders, and SubConnect connections. Couriers and warehouse systems have no data to retain here.

Integrations whose marketplace sets a maximum retention period (currently Amazon: 30 days) are shown separately at the top, under Required retention period. You can only shorten that period. Other integrations appear below under Other integrations.

Each integration row shows the customer-data and file retention periods (for a required period, it says “max. 30”), how much space its files take, whether a change is pending, and how many changes have not been saved. Expand a row to edit:

• Keep customer data for — number of days after parcel delivery. Afterwards, the customer’s name, address, email, and phone number are removed from orders for that integration. Choose whether to delete the values (the fields show DELETED, so it is clear the data was removed rather than never supplied) or anonymize with asterisks (each word keeps its first and last letter, for example, J*n K******i; an email becomes j***n@g***l.com; a phone number keeps its last two digits). Amazon requires deletion, so there is no choice there; new Amazon connections are set to 30 days in both fields. Notes and comments are always replaced with DELETED. Neither DELETED nor the asterisks can be found using search.
• Keep files by default for — number of days after a file is created, used for each file type without its own period.
• By file type — a table for invoices and corrections, courier labels, return documents, receipts, automation documents, other order documents, return photos, and packing photos and videos. For each type, you can see how many files the integration has and how much space they take (from the latest count), set Keep (days), and see Effective period. A blank field means “use the default file period”; the grey hint shows that value and Effective period says “default”. The × in the field restores the default. Initially, only types for which this integration has files and types with a custom period are shown. Show all file types (N) below the table displays the rest (N is the total number of types). Before the first count, when file counts are not available, only types with a custom period appear.

A blank customer-data or default-file period means indefinitely—or, for an integration with required retention, the maximum period allowed by the marketplace.

Save each integration separately with Save on its row. A fresh 2FA code is required.

Shortening retention takes a day. A change that makes data or files disappear sooner—fewer days, entering a value in a blank field, clearing a file-type period that was longer than the default, or changing how customer data is removed—requires you to read a warning and enter USUŃ (or USUN), or ANONIMIZUJ if you are switching to asterisk anonymization. It takes effect after 24 hours. Until then, the row shows the pending change and Cancel change. Data and files older than the new period are permanently removed on the first nightly run after the change takes effect. Extending a period or returning to indefinite retention takes effect immediately. Switching from asterisk anonymization to deletion also affects orders anonymized earlier: after the change takes effect, their asterisks are replaced with DELETED on the first nightly run (for a large integration, this is done in batches over several nights). The reverse change does not restore data.

Files without an integration

Exports, imports, and printouts do not belong to an integration. The system deletes them after fixed periods: exports after 7 days, imports and printouts after 30 days. The tab displays these settings but does not let you change them.

Where this used to be

These same fields used to be in the integration details under Advanced. That page now has only a Data retention section and a Go to data retention button. It opens the Data retention tab at that integration’s row.