Verification data: storage, access and deletion

This page explains one thing: how long verification details and evidence stay in your tenant, and who can remove them. It applies to identity verification (KYC), business verification (KYB) and merchant verification (KYM) alike.

It describes the Backoffice controls and the platform’s behaviour. It is not a statement of what personal data a verification captures and it is not legal advice; the Privacy Policy and the Security page describe how Noxtica handles personal data.

What it is

Availability: Controlled availability for identity verification; availability of business and merchant verification depends on your organisation, so ask your account team.

Noxtica does not delete KYC, KYM or KYB verification details or evidence automatically, and it sets no retention date for them. They stay in your tenant until a tenant administrator deletes them. Nothing expires them in the background, and no Backoffice setting schedules their removal.

Three things are easy to confuse with data expiry. None of them deletes anything:

The retention schedules in Backoffice → Privacy & Legal → Data Retention govern other data, for example device events and the audit log. They do not schedule the deletion of verification details or evidence.

Prerequisites

• An administrator account in your tenant. Deleting a verification, approving an erasure request, placing a legal hold, erasing a business entity or a merchant case, and reading sensitive evidence are administrator actions, and the deleting actions ask for a fresh step-up verification of the signed-in person.
• A second administrator for identity verification erasure requests. The person who submitted a request cannot approve it.
• The module for the verification type provisioned for your tenant. Without it the pages and routes below are not available.
• A decision in your own organisation on what you promise customers about deletion. Check with your account team what an approved erasure request covers for your tenant before you state a timeline to a customer.

Steps

1. Decide who may see verification evidence

Reading the stored evidence of a verification is a separate, higher permission than reviewing a case. Backoffice → Identity Verification → Evidence Access is available to administrators only, and each read asks for a fresh step-up verification. Give that role to as few people as your process needs, and review the list under Users.

2. Delete identity verification data

For identity verification (KYC), a tenant administrator deletes data in two ways: delete the verifications you choose directly in Backoffice, or work a right-to-erasure request that a subject or an operator submitted.

Delete the verifications you choose

1. Open Backoffice → Identity Verification → KYC Verifications. Only administrators see the row checkboxes and the delete buttons.
2. To delete one verification, open its case and, on the Overview tab, select Delete verification. To delete several, tick the checkbox of each row on the list and select Delete selected. One request covers at most 25 verifications.
3. In the dialog, check the list of verifications and enter a reason of 3 to 500 characters. The reason is kept in the audit trail, so do not put personal data in it.
4. Type the confirmation phrase exactly as the dialog shows it: delete 1 verification permanently for one verification, delete 3 verifications permanently for three. The confirm button stays disabled until the phrase matches.
5. Select Delete permanently and complete the step-up verification when it asks.

What a delete does:

• It removes the verification and everything that belongs to it: its sessions, the evidence files and evidence records, the review decisions, the analysis signals and the webhook delivery records.
• Noxtica removes every evidence file first and confirms that each one is gone. Only then does it remove the records. If a file cannot be removed, the verification is kept and the dialog says so.
• It keeps the billing usage records, the legal-basis receipts, the opaque subject reference and the audit trail.
• It cannot be undone. Deleting a verification that is already deleted is harmless: Backoffice reports it as already deleted.
• It writes two audit entries, kyc_verification_delete_requested and kyc_verification_deleted, with your reason, who deleted it and how many records were removed from each table.
• It does not send the kyc.erasure.completed event. That event belongs to erasure requests.
• A legal hold in your tenant, or an open erasure request for the same subject, blocks the delete.

Deleting works only from a signed-in Backoffice session. No server API key can delete a verification.

Work an erasure request

1. Requests appear on the KYC Erasure page (Backoffice → Identity Verification → KYC Erasure, titled KYC Erasure Requests) after a subject or an operator submits a right-to-erasure request for your tenant. Each row shows the opaque subject reference, the status, whether a legal hold is in place, the requester, the approver and the timestamps. The page shows no raw evidence.
2. A different administrator than the requester approves the request (dual control). Approval by the same person is refused.
3. An administrator can place a legal hold on a request and release it later. While a hold is in place the request does not proceed to deletion.
4. Noxtica carries out an approved request. The Deletion items list on the request shows the progress of each stored item, with its receipt and the time it was deleted.
5. When a request completes, the platform sends the kyc.erasure.completed event to endpoints subscribed to it. The event carries the request id and the outcome only; it carries no subject identifier, and it is not sent for a request that completed only in part.

Approving, holding and releasing each ask for a fresh step-up verification. Erasure requests are keyed on the subject record that Noxtica creates for a verification, so ask your account team what a request covers for each kind of verification in your tenant before you rely on it for a customer who asks to be forgotten. To remove a specific verification yourself, delete it as described above.

There is no setting that deletes identity verification data on a schedule and no automatic expiry. A deletion is always an explicit action of a tenant administrator.

3. Delete a business or a merchant verification

Business (KYB) and merchant (KYM) verifications can be erased explicitly from their own pages, when the module is enabled for your organisation.

1. Open Backoffice → KYB → KYB Entities, or KYM → Merchant Cases.
2. Open the item. It must be in the closed state; an item that is still open cannot be erased.
3. Select Erase entity (KYB) or Erase case (KYM). The dialog asks for a reason of 3 to 500 characters and for a confirmation: type the legal name of the entity, or the merchant name of the case, exactly as shown.
4. Confirm and complete the step-up verification when it asks.
5. A KYB entity that another entity in your tenant still lists as a beneficial owner cannot be erased until that reference is removed.

Erasing is a hard delete. A KYB entity is removed with its uploaded documents and their stored files, notes, collection sessions, declared beneficial owners and ownership links. A KYM case is removed with its declared parties, alerts, transaction events, merchant sessions, and uploaded documents and their stored files. The audit entry keeps your reason and the number of records removed. The erased item cannot be restored.

If a stored file cannot be confirmed removed, Backoffice still reports the erase and warns you: “Erased, but N stored files could not be confirmed removed. Contact support to finish the cleanup.”

4. Keep your own records consistent

Noxtica stores verification details for you; it does not tell your systems to forget. When you delete data in Noxtica, also remove or restrict the copies in your own systems, including the sessionId and verificationId values you stored next to your customer records and any events you logged.

Verify it works

• A request appears under Identity Verification → KYC Erasure with its status, and moves forward after an administrator other than the requester approves it. Its Deletion items list shows each item’s progress.
• A deleted verification no longer appears in KYC Verifications, its case address answers not found, and the audit log shows kyc_verification_delete_requested and kyc_verification_deleted with your reason.
• An erased KYB entity or KYM case no longer appears in its list, and the audit log shows the erase action with the reason.
• If you subscribed an endpoint to it, your handler receives kyc.erasure.completed for a completed erasure request with a valid signature (Identity verification events and webhooks).

Troubleshooting

Related

• Identity verification integration: hosted sessions and the link lifetimes that are not data expiry.
• Invitations and hosted verification settings: the Backoffice setup for hosted verification.
• Identity verification events and webhooks: the kyc.erasure.completed event.
• Business and merchant verification (KYB and KYM): the business and merchant flows.
• Privacy Policy and Security page: how Noxtica handles personal data.