Privacy Center’s Hyperforce-Based Retention Store FAQ

Frequently Asked Questions: 

1. Why is this upgrade happening? 

• • The current solution had several limitations restricting the product’s usability. By moving the processing onto the Salesforce core platform, we’ve removed these restrictions and provided greater flexibility in the operations you can perform, as well as an enhanced onboarding and user experience. 

2. When will the new data retention version be available in my Salesforce orgs? 

• • The new data retention features launch in restricted regions in August 2024. If your org is in a region where the new retention store is supported, you can use the new capabilities in August. If your org isn’t in a supported region, refer to the region rollout details in FAQ Question 5. 

3. What are the benefits of using the Hyperforce-based retention store and rearchitected Privacy Center app? 

• • Retention policies can be built using the new rearchitected Privacy Center app, which is built on the core platform and doesn’t require managed package installation.
  • This updated retention policy framework will feature an improved user experience for managing your data retention rules, faster and more scalable policy execution and deeper insight into any data errors that occur.
  • Retention stores can be provisioned simultaneously for both sandbox and production environments, a significant improvement over the current Heroku version, which only allows a retention store to be configured with one org at a time.
  • The Hyperforce-based retention store can be provisioned with a click of a button within a few seconds and won’t require onboarding sessions with the Salesforce team.
  • You can create policies that allow filtering based on the status of child records. It’s labeled as “cross-object queries” in the new app. For example, find me all accounts that have no open cases. You can find more details in Salesforce Help article.
  • You can import policies from one org to another with a few clicks, without the need to manually recreate them in different orgs.
  • The updated retention policy framework will allow for de-identification of data in retention stores to avoid any PII information from being stored in the store. For example, move contacts older than ten years in the retention store and anonymize the name fields in the retention store.
  • It will provide the ability to set retention duration for data that's residing in the retention store. Note that this feature will be available as a pilot feature in sandbox orgs for Summer ‘24 release.

4. How can I access the new capabilities?

• • Reach out to your account team to request access. After working with your account team, you’ll be able to access the new capabilities through the Privacy Center app (not the managed package). Then you can move data from production into a secondary Salesforce storage for privacy or other regulatory reasons. 

5. When will the new retention store rollout in my region? 

• • As of August, USA, Australia, and Germany-based instances are supported. If your org is hosted on an instance that is located in any of these regions, you’re able to provision a retention store using the core-based Privacy Center app. If your org`s instance isn’t located in any of these regions, you can follow the schedule below (subject to change) to learn when the new retention store will be available in your region: 

• • • By August 2024:
      Milan
      Mumbai
      Paris
      
      
    • By October 2024:
      London
      Stockholm
      Canada
      Singapore
      Tokyo
      Zurich
      Seoul
  • Note: The priority of the region rollout is subject to change. We’ll update this FAQ with more precise dates as they become available.

6. How do I run retention policies if the new retention store capability has not been rolled out in my region?

• • If you have been using the managed package version and Heroku to execute retention policies, you can continue to use the legacy Privacy Center app for data retention. After the retention store has been provisioned in your region, you can recreate your policies using the core based Privacy Center app.

7. If I use the new retention store, in which region will my retention store be provisioned?

• • The new retention store will automatically be set up in the same region as the Salesforce instance where your sandbox or production org was created. Consequently, your retained data will reside in the same region as your Salesforce org.

8. If the retention store is on Hyperforce, do I need to migrate my org to Hyperforce as well?

• • No, you are not required to move your sandbox or production orgs to Hyperforce. Only the new retention store that will be automatically provisioned against your org will be built on Hyperforce.

9. Do I have to pay more to get the new features? How much default storage will I get with the new retention store?

• • The Privacy Center license will include 100GB of the new Hyperforce retention store. If you require additional storage beyond this initial allocation, you can purchase it. Contact your Account Executive for pricing details.

10. Can I continue to use Heroku as my retention store? 

• • Yes. You can continue to use the legacy Privacy Center app to manage your data retention policies. This will no longer be enhanced and is now in maintenance mode. You can continue to use Heroku for managing data retention policies until the end of your contract.

11. How do I migrate retained data from my Heroku Private Space for Privacy Center to the Hyperforce retention store?

• • If you wish to migrate your retained data in Heroku Private Space to Hyperforce, contact your Account Executive. Then, the Salesforce product team will work with you and your account team to facilitate the data transfer.

12. Will all of my data be migrated from my Heroku Private Space for Privacy Center to Hyperforce?

• • Yes, we’ll work with you to facilitate the transfer of data, which was retained by Privacy Center from the Heroku Private Space to the new Hyperforce storage.
  • Note: We’re building out the technology to assist with this migration, so it may not occur until the end of year. 

13. Do I have the option of not migrating retained data from Heroku to Hyperforce?

• • Yes, you can choose not to migrate the data from Heroku to Hyperforce. You can choose to delete your data from your associated Heroku Privacy Space. First, delete the App, then delete the privacy space.

14. What happens to my existing data retention policies if I move over to the new rearchitected Privacy Center app?
    

• • When you switch to the new architecture and approve your Heroku Private Space to be deleted, the policies are no longer usable. The policy is visible and remains up until the time you choose to delete the Managed Package. 

  • Due to the differences in the underlying architecture and features/functions, the policies can’t be automatically migrated to the new app. You’ll have to manually recreate the policies. 

  • We recommend taking the business requirements, reassessing them against the new features, and rebuilding the policies using the Privacy Policy object. 

15. What happens to my existing DSAR policies?

• • There will be no changes to your existing DSAR policies. If you have been accessing them via the homepage of the legacy Privacy Center app, you can start accessing them via the new Privacy Center app homepage as well.

16. What happens to my existing preference forms and templates?

• • There will be no changes to your existing preference forms and templates. If you have been accessing Preference Manager via the homepage of the legacy Privacy Center app, you can start accessing them via the new Privacy Center app homepage as well.

17. Where can I get additional help for implementing the Privacy Center product?

• • For implementation assistance or additional questions, contact your Account Executive. Additionally, you can refer to the Salesforce Help article to learn more about Privacy Center.