Merge pull request #598 from reportportal/EPMRPP-85385

EPMRPP-85385 || Retention Policy

docs/user-account/DataRetentionProcedure.md

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+---
+sidebar_position: 4
+sidebar_label: Data retention procedure
+---
+
+# Data retention procedure
+
+Starting from version 23.2, ReportPortal introduces an option to establish a retention period for collected Personally Identifiable Information (PII) data during instance configuration. This configuration allows for setting an individual retention duration for the instance in days, such as N=90, 180, 540 or any other number of days.
+
+**Docker**
+
+To activate data retention, add the following environment variables to Service Jobs:
+
+```
+# Int (days)
+
+RP_ENVIRONMENT_VARIABLE_CLEAN_EXPIREDUSER_RETENTIONPERIOD:
+
+# CRON
+
+RP_ENVIRONMENT_VARIABLE_CLEAN_EXPIREDUSER_CRON:
+
+RP_ENVIRONMENT_VARIABLE_NOTIFICATION_EXPIREDUSER_CRON:
+```
+
+**Kubernetes**
+
+Fill in Service Jobs values in the [values.yaml](https://github.com/reportportal/kubernetes/blob/master/reportportal/values.yaml)
+
+```
+servicejobs:
+
+coreJobs:
+
+    # Int (days) 
+
+    notifyExpiredUserCron: 
+
+    # CRON 
+
+    cleanExpiredUserCron: 
+
+    cleanExpiredUserRetention: 
+```
+
+If the data retention option is enabled but a specific number of days for deleting inactive users is not specified, no deletions will occur. In the case of specifying 0 or a negative value, an error will be displayed in the logs.
+
+When the data retention option is activated, the job will run daily to identify inactive users and obfuscate their data.
+
+Inactive users are defined as follows:
+
+1. Users who have not logged in for N days.
+
+2. Users who have not reported testing data for N days.
+
+Users are only classified as inactive if both conditions are satisfied.
+
+In cases where a user logs in but doesn’t submit any reports, they are not deleted as the second condition isn’t fulfilled. Similarly, if a user has not logged in but has submitted reports, they are still considered active.
+
+Before performing deletions, the system sends out email notifications as follows: notification №1 is dispatched to inactive users N-60 days before deletion, notification №2 is sent N-30 days prior, and notification №3 is sent 1 day before obfuscation. Notifications about account deletion are also sent by the system.
+
+Users will be able to return whenever they are invited to the project.
+
+In summary, a data retention policy optimizes resources and helps create a more efficient, secure, and effective environment for data management, which fosters business success.