What happens to my account when I stop working at KI?

When you leave KI, your account will be deactivated. How long you have access to your account and how long your data in the account is stored, depends on what type of role you have had. Emails and documents will be deleted, and also storage areas such as on OneDrive.

Employees/affiliates

Access to e-mail: ends the day after the end of employment.

E-mail (data and auto-reply) is saved for 30 days after end of employment.

Access to OneDrive: Ends the day after end of employment.

Files are saved for 60 days, during the last 30 days your immediate manager has access to files.

Postgraduate students

Access to e-mail: for 90 days after the end of employment.

E-mail (data and auto-reply) is saved for 120 days after end of employment (an additional 30 days after the 90 above).

Access to OneDrive: for 90 days after the end of employment.

Files are saved for an additional 60 days, during the last 30 days your immediate manager has access to files.

First and second-cycle students

Access to e-mail: for 365 days after the end of studies.

E-mail (data and auto-reply) is saved for an additional 30 days after the 365 days described above.

Access to OneDrive: for 365 days after the end of studies.

After 365 days, the files are saved for an additional 60 days before being fully deleted.

All used email addresses are in quarantine for 10 years so they can not be reusable to anyone else. No personal information or any other content is stored .

After 10 years, the e-mail will be deleted. The only information remaining is the username (KI-ID) which will be quarantined in perpetuity.

Enable auto-replies

A guide on how to enable auto replies to your inbox can be found on KI Self Service.

Rules 

  • Employees/affiliates accounts that are reactivated within 60 days after the last day will keep the contents of the Microsoft 365 account, such as emails and documents in OneDrive. After 60 days, the content will be deleted.
  • Employees/affiliates accounts that are reactivated later than 60 days will not keep the content in the Microsoft 365 account, such as emails and documents in OneDrive. All content has been deleted.
  • Postgraduate students can access their account for 90 days after leaving KI.
  • An automatic reply can be sent from the e-mail address for 30 days.

The regulations have been added so that data is not stored longer than necessary, according to GDPR.