Introduction
NoteWave retains data only as long as necessary for business purposes and legal obligations. This article explains our retention policies for different types of data and how to request deletion.
Data Retention Periods
Different types of data have different retention periods based on their purpose and legal requirements.
Retention schedule:
- Account Data - Retained while your account is active; deletion begins when you confirm account deletion
- Main Meeting Audio - Retained for 7 days on Free, 14 days on Pro, and 30 days on Business and Enterprise
- Speaker-Verification Samples - When used, may be retained for up to 120 days
- Transcripts - Retained until user deletion or account termination
- Operational Data - Retained only as reasonably needed for security, reliability, support, and service improvement
- Legal/Financial Records - Retained for the period required by applicable law and accounting obligations
Audio File Processing
Main meeting audio is kept for a limited plan-based period so playback, recovery, and processing can work as expected.
Uploaded audio follows your plan's retention period: 7 days on Free, 14 days on Pro, and 30 days on Business and Enterprise.
Live-recording audio follows the same plan-based retention period after it is safely stored and linked to the completed meeting.
Privacy by Design
Transcript Retention
Your transcripts are retained until you delete them or close your account.
User control:
- Delete individual transcripts at any time from the Meetings page
- Export important records before deleting them
- Deleted transcripts are removed from active storage immediately
- Limited operational or backup copies may age out under infrastructure retention and legal requirements
Account Deletion Process
When you confirm account deletion, NoteWave begins deleting active account and meeting data.
What happens when you delete your account:
- Your deletion request is confirmed and account access is revoked
- Active transcripts, meetings, and user-generated content are removed through the deletion process
- Personal information is deleted or anonymised through the account-deletion process, subject to applicable retention requirements
- OAuth connections are disconnected
- Mobile store subscriptions must be canceled separately in Apple App Store
Data We Must Retain
Backup Retention
Managed infrastructure may maintain limited recovery copies for service continuity and disaster recovery.
Recovery controls are managed as part of NoteWave's hosted infrastructure and operational continuity practices.
Recovery copies age out according to the applicable infrastructure, security, and legal retention rules.
Deleted data may remain temporarily in restricted recovery systems until those copies age out. These copies are not used as a customer-facing archive.
Analytics & Usage Data
We use limited operational and aggregated usage data to secure, support, and improve the service.
Analytics data includes:
- Feature usage statistics
- Performance metrics
- Error logs and debugging information
- Device and browser information
Operational data is retained only for as long as reasonably needed for its purpose, subject to the Privacy Policy and applicable law.
Legal & Financial Records
Certain records must be retained to comply with tax, accounting, and legal requirements.
Required Records
Requesting Data Deletion
You can request deletion of your data at any time through account settings or by contacting us.
How to delete your data:
- Navigate to Settings → Account Settings
- Scroll to the bottom and click "Delete Account"
- Type delete when prompted to confirm the permanent action
- Alternatively, email contact@blazesolutions.ai with "Data Deletion Request" in the subject
If you cannot access your account, contact support from the email address associated with it so the request can be verified.
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