Data Retention Policy
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1. Principles
We keep data only as long as we need it for the purpose it was collected, or as the law requires — then we delete or anonymise it. We favour keeping less, for less time.
2. Retention schedule
Indicative periods (actual periods may vary with legal requirements and your agreement):
| Data category | Indicative retention | Basis |
|---|---|---|
| Business enquiry & lead data | Up to 24 months from last contact | Follow-up & legitimate interest |
| Client project records | As required by tax & accounting law | Legal obligation |
| Technical / analytics logs | Up to 90 days | Security & diagnostics |
| Automation & system logs | Limited operational period | Reliability |
| Account & Catalyst workspace data | Subscription term + limited export window | Service delivery / contract |
| VoxAudit — call recordings | Not retained: audio is fetched from your dialer's link at audit time, analysed, and not kept by VoxAudit | Service delivery / DPA annex |
| VoxAudit — calls & their audits (scores, reasons, flags, summary) | 12 months from the day the call was made, then deleted | Service delivery / DPA annex |
| VoxAudit — raw dialer payload & the AI's full answer | 90 days | Service delivery / DPA annex |
| VoxAudit — call metadata | Stored alongside the audits, for the same 12 months | Service delivery / DPA annex |
| VoxAudit — generated report files | Same period as the calls and audits they were produced from | Service delivery / DPA annex |
| VoxAudit — monthly performance aggregates | Kept permanently as the historical record | Service delivery / DPA annex |
| VoxAudit — billing records & wallet transactions | Kept permanently as the historical record | Legal obligation / contract |
| Backups | Rolling, then overwritten | Resilience |
3. VoxAudit retention in practice
Calls and their audits are kept for 12 months from the day the call was made, then deleted. The raw dialer payload and the AI's full answer are kept for 90 days; the scores, reasons, flags and summary they were read into stay for the full 12 months.
Billing records, wallet transactions and the monthly performance aggregates are kept permanently as the historical record.
A business is told thirty days before its first deletion and can export every call and audit it holds at any time from Settings. A legal hold, placed on request, stops deletion for that business until it is lifted.
Generated report files follow the same period as the calls and audits they were produced from. After the 12 months, your historical performance remains visible, but the individual calls, scores, reasons, flags and summaries from that period are no longer available. Reports you have already downloaded remain with you.
You can also ask us to prepare an export, or to delete data earlier, at any time by writing to hello@aimavrik.com.
4. Deletion
When a retention period ends, we delete or anonymise the data. You can request deletion of personal data at any time, subject to legal retention requirements — see your rights in our Privacy Policy.
5. Backups
Backups are kept on a rolling basis and are overwritten over time. Data deleted from live systems may persist briefly in backups until they cycle.
6. Customer-controlled data
For the Catalyst platform, you control much of your workspace content and can export it. On termination, you will have a reasonable opportunity to export Customer Data before deletion, subject to our DPA.
7. Legal holds
Where the law requires, we may retain specific data longer (for example, to comply with a legal obligation or resolve a dispute).
8. Contact
Questions about retention? Email hello@aimavrik.com.
| Topic | Contact |
|---|---|
| General enquiries | hello@aimavrik.com |
| Privacy & data protection | hello@aimavrik.com |
| Security | hello@aimavrik.com · see Responsible Disclosure |
| Legal notices | hello@aimavrik.com |