Microsoft updated its data retention policy on March 6, 2026, to provide more specific guidance on how long it keeps your data and under what circumstances. The new language clarifies that retention depends on factors like whether you expect Microsoft to keep data until you delete it, whether automated deletion controls exist, and the sensitivity of the information. It also explains what happens after you delete items, including a 30-day window before permanent removal from their systems.
Consumers: When you delete an email or document, Microsoft keeps it for up to 30 days before it is gone for good.
Data controllers: Companies using Microsoft now need to be more precise about telling their customers how long deleted data actually stays in the system.
Microsoft's updated retention policy provides greater specificity about how long your data persists and under what conditions it is deleted. The policy now explicitly states that deleted items from OneDrive and Outlook.com may remain in Microsoft's systems for up to 30 days before permanent removal, even after you empty the Deleted Items folder. Additionally, the updated terms clarify that retention periods depend on whether you have an expectation that Microsoft will keep the data until you actively remove it, and whether automated controls exist to let you access and delete data yourself. You can review Microsoft's privacy dashboard to exercise available deletion controls and understand which services retain your data under these criteria.
→ Review your Microsoft privacy dashboard to understand which deletion controls are available for your specific services (OneDrive, Outlook.com, etc.).
→ If you require faster deletion than the 30-day window, contact Microsoft support to understand whether expedited deletion is available for your account or data type.
Data deleted by users remains in Microsoft's system for up to 30 days before final removal.
Retention periods now explicitly depend on customer expectations, availability of automated deletion controls, and data sensitivity.
This change record describes what was added, removed, or modified in the document. Analysis reflects what the updated agreement states or permits. It does not constitute a legal determination about enforceability. Applicability may vary by jurisdiction. Methodology
Microsoft materially revised its data retention disclosure on March 6, 2026, by replacing generic language with specific criteria and concrete examples. The policy now details retention decision factors including customer expectation of retention, availability of …
Regulatory exposure, obligation change, escalation trigger, board-ready language, and recommended action for legal and compliance teams.
Unlock the full institutional analysis — InsightConductAtlas provides verified policy intelligence sourced directly from platform documents. All analysis is intended to support, not replace, legal and compliance review. Record CA-C-001840.
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