Does a user want to exercise their privacy rights? Did an employee leave your company? As a full administrator, you can delete users’ Webex Meetings host and usage information in Control Hub.
Overview
Whenever users join a Webex Meeting, personal data relating to their meeting is collected and stored in Cisco's data centers as metadata, including host and usage information. To see what user data is collected as Meetings host and usage information, see the Webex Meetings privacy data sheet.
Prerequisites
- You must be a full administrator of the organization, which must be either an enterprise or online paid subscription of Webex Meetings, to delete a user’s Meetings host and usage information.
- For meeting participants, Webex Meetings host and usage information deletion is performed at the user level, not at the meetings level. If a user requests their meetings data to be deleted, only their host and usage information will be deleted by this feature. Other data of the user, such as user information or user-generated information, won't be affected. Separate deletion actions must be taken to delete user Information and user-generated information.
- If users attend external meetings and want their host and usage information deleted from external organizations, then they'll need to ask a full administrator of the external organization to delete their host and usage information related to those meetings.
- This feature isn't available for external meeting attendees who aren't registered Webex Meetings users and who don't have a Webex Meetings account.
The following table describes what type of user can ask a full administrator to delete their Meetings host and usage information.
| Type of users asking to delete host and usage information | Meetings host type | Who can delete Meetings host and usage information? |
|---|---|---|
| Internal attendees and hosts |
| Full administrators of the organization that the user's in. |
| Attendees of external meetings with a Webex account |
| Full administrators of the external organization. |
| Attendees of external meetings without a Webex account |
| Not supported |
| Any user |
| Not supported as Webex Meetings doesn't store host and usage information for these types of meetings. |
Where does Webex Meetings host and usage information appear?
Meetings host and usage information appear in:
- Control Hub Meetings Analytics and Webex Meetings reports.
- Cisco's internal reporting tools for billing and customer support purposes.
- Advanced diagnostics and troubleshooting tools.
- Host Insights reports when hosts sign in to their Webex site on a browser.
Webex Meetings host and usage information that are deleted in Control Hub
- If the user requesting the deletion is the meeting host, every meeting record of that host will be deleted, including the host and usage information of each meeting attendee in those meetings.
- If the user is a meeting attendee, only the requesting user’s Meetings host and usage information will be deleted from the meeting records of the meeting host.
- Meeting co-hosts are considered meeting attendees because only the meeting host who scheduled the meeting is considered the host for purposes of this tool.
- Aggregated anonymized data will not be deleted by this tool.
As a full administrator, you can only submit three deletion requests of Meetings host and usage information per day.
| 1 |
Sign in to Control Hub and go to . |
| 2 |
Select Start a deletion. |
| 3 |
Choose which users to delete, then click Next. |
| 4 |
If you want to also delete Meetings metadata from Troubleshooting and Cisco's internal diagnostics tools, check the Delete Meetings Host and Usage Information from Control Hub Troubleshooting and Cisco's internal diagonstics tools box. |
| 5 |
Select how far back (7, 30, 90, or 180 days) you want to delete the metadata, then click Next. |
| 6 |
Review what you selected to delete, then click Next. |
| 7 |
Check the I understand that deleting Meetings Host and Usage Information is permanent and can't be undone box, then click Delete. |
You can check on the progress of the Meetings host and usage information deletion process that you started.
| 1 |
Sign in to Control Hub and go to . |
| 2 |
Select View existing deletions. If there are any Meetings metadata deletion processes that failed, click on them to see how you can fix the errors.
|
Q. Why can a full administrator not delete data that is less than seven days old?
A. We retain seven days of Meetings host and usage information to avoid disrupting the ongoing data synchronizations and database operations. Subsequent deletion requests should be submitted to delete these seven days of data.
Q. Will aggregated Meetings reports without personal information be impacted by the Meetings host and usage information deletion?
A. No. This feature is intended to address data subject privacy and only deletes host and usage information associated with a user's Meetings usage. Aggregated analytics without personal data isn't impacted. For example, the total number of meetings that an organization had during the past 90 days won't be impacted.
Q. Why does it take up to 30 days to complete the Meetings host and usage information deletion?
A. To optimize performance and response time, host and usage information on the Webex Meetings platform will be removed within 14 days upon receipt of the deletion request. Deletion for host and usage data that is processed by Webex Meetings' sub-processors may take up to 30 days.
