Brief AI retains meeting data for defined periods to balance usability, compliance, and security. This article explains how retention works, what triggers deletion, and what you can do to avoid losing important content.
Overview of Retention Lifecycle
All data in Brief AI follows the same three-stage lifecycle:
Retention period: Data is visible and usable in the application.
Soft deletion period: Data is no longer visible, but can still be recovered if deleted by mistake.
Backup period: Data remains only in encrypted system backups, used exclusively for disaster recovery. Backups are not accessible for user-level restores.
Retention by Data Type
Different types of data have different retention windows (e.g. recordings, supporting documents, transcripts, minutes). These are illustrated in the diagram above.
How Retention Periods Are Calculated
Retention is tied to the meeting date:
Uploaded meetings: Retention starts from the meeting date you enter (not the date you uploaded). If you set the date in the past, data may be deleted immediately because the retention clock has already run out.
Recorded meetings: Retention starts from the end date of the meeting, which is captured automatically by Brief AI.
Important:
When uploading historical meetings, always set the meeting date to today. This ensures your recordings, transcripts, and agendas remain available for the full retention period.
FAQs
Can you restore data after deletion?
After the soft deletion window, data cannot be recovered. Backups are for system recovery only, not user restores.
Can I extend the retention period?
Retention settings can be configured at the organisation level. Contact your administrator if you require a longer retention period.
Will I be informed when my data is due for deletion?
Yes. We will notify you 2 hours before the meeting is scheduled for deletion. Please ensure you have exported all the data you wish to retain before this time.