Data retention

Retention rules for calls, recordings, transcripts, and workflow data.

A plain-English view of what data an AI receptionist can create, who controls it, and what buyers decide before live calls are handled.

Read privacy policy Review DPA

Buyer signal

Control

before launch

Call artifacts

A configured workflow may create recordings, transcripts, summaries, extracted fields, booking results, transfer outcomes, and review notes.

Public baseline

Standard SMB workflows use concrete defaults: recordings disabled unless enabled, 30-day recording retention when enabled, and transcript/summary retention up to 12 months unless configured differently.

Minimize by design

Only keep what the team needs to operate the workflow, audit quality, resolve disputes, or meet legal and security obligations.

Buyer checklist

Retention decisions to make before launch.

The right retention model depends on the call type, region, industry, caller notice, and business need. These decisions belong in setup, not after a caller complains.

Topic

Havio control

Buyer check

Recordings

Recordings are disabled unless enabled. When enabled for standard SMB workflows, the public baseline is 30 days unless a shorter or longer approved period is selected.

Is recording lawful for the caller region, clearly disclosed before capture, and limited to the retention period the team actually needs?

Transcripts

Transcripts and summaries can be retained up to 12 months for workflow review, dispute handling, handoff quality, and support unless configured differently.

Who can access transcripts, what is the export path, and when should shorter retention apply?

Summaries and fields

Store structured call summaries and extracted fields needed for CRM, booking, tickets, or callbacks.

Which fields are necessary, and which sensitive fields stay out of the workflow?

Configuration and exports

Service configuration is kept while the account is active, then up to 90 days after cancellation for export, rollback, or reactivation support unless deletion is requested earlier.

What should be exported before cancellation, and which connected systems need their own export or deletion process?

Logs and security events

Security logs can be retained up to 12 months for security, audit, abuse prevention, and incident investigation unless longer retention is required.

Are logs separated from caller-facing workflow records and protected by role-based access?

Backups

Backups are usually overwritten or expired within 30 to 90 days, depending on provider and system configuration.

Does the backup window match the deletion expectation in the customer agreement or privacy request?

Workflow

Retention setup workflow

1List each call artifact the workflow can create: recording, transcript, summary, extracted fields, integrations, and alerts.
2Decide which artifacts are required for operations and which stay disabled.
3Define access roles for owners, operators, reviewers, and implementation partners.
4Document deletion, export, and retention exceptions in the customer agreement or DPA where needed.

FAQ

Can customers ask for shorter retention?

Yes, where the service and applicable plan support it. Retention is confirmed during setup for each workspace and workflow.

How fast are export or deletion requests handled?

Havio aims to acknowledge privacy requests within 10 business days and complete routine export or deletion requests within 30 days where the requester is authorized and no exception applies.

Should all calls be recorded?

No. Recording is enabled only when there is a clear business need, lawful notice, and region-appropriate consent model.

Related trust pages

Review this before routing live callers to AI.

Havio keeps caller notice, retention, support, fallback, and incident handling visible before a buyer books a demo.

Try the workflow demo