Mavio gives you control over how long your meeting data is stored. This guide explains default retention periods, how to configure custom policies, and what happens when data is deleted.

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Default retention periods

Data typeDefault retentionConfigurable
Audio recordingsIndefinite (until you delete)Yes
TranscriptsIndefinite (until you delete)Yes
AI summariesIndefinite (until you delete)Yes
Action itemsIndefinite (until you delete)Yes
Voice profilesIndefinite (until you delete)Yes
Account dataDuration of accountNo
Audit logs1 year (Enterprise)Enterprise only
Deleted recordings (Trash)30 daysNo
“Indefinite” means the data persists until you manually delete it or your account is closed. There is no automatic expiration by default.

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Configuring auto-delete

Set up automatic deletion of old recordings to manage storage and comply with internal data policies:
1

Go to retention settings

Navigate to Settings > Data > Retention policy (individual account) or Settings > Team > Retention policy (team account).
2

Set the retention period

Choose how long to keep recordings:
  • 30 days
  • 60 days
  • 90 days
  • 180 days
  • 1 year
  • Custom period (Enterprise only)
  • Indefinite (default — no auto-delete)
3

Choose what to delete

Select which data is affected:
  • Audio only — delete the audio file but keep the transcript and summary
  • Everything — delete the audio, transcript, summary, and action items
4

Confirm

Review the policy and click Save. Existing recordings older than the retention period will be queued for deletion within 24 hours.
Changing the retention policy is retroactive. If you set retention to 30 days, all recordings older than 30 days will be permanently deleted within 24 hours. This cannot be undone.

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Team retention policies

Team admins can enforce retention policies for the entire workspace:
SettingDescription
Team-wide policySets a maximum retention period for all team members
Override permissionAllow or disallow individual members from setting shorter retention
Minimum retentionSet a minimum period to prevent premature deletion (useful for compliance)
When a team policy is set, individual members cannot keep recordings longer than the team maximum, but they can set a shorter personal retention period (if override is allowed).

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What happens when data is deleted

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Soft delete (Trash)

When you delete a recording manually, it moves to Trash:
  • The recording is immediately hidden from your library
  • It remains in Trash for 30 days
  • During the 30-day window, you can restore it
  • After 30 days, permanent deletion begins

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Permanent deletion

When data is permanently deleted (after Trash expiration or via auto-delete):
  1. Audio files are removed from object storage
  2. Transcript and summary text are removed from the database
  3. Search index entries are purged
  4. Backup copies are removed within the next backup rotation cycle (up to 14 additional days)
  5. Voice profile contributions from that recording are recalculated (remaining recordings maintain profile accuracy)
Permanent deletion is irreversible. Once the 30-day Trash window expires, data cannot be recovered by Mavio support.

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Data export before deletion

Before deleting data, you may want to export it:
  1. Go to the recording and click Export.
  2. Choose your format: PDF, Markdown, TXT, SRT, or JSON.
  3. Download the files.
For bulk export, go to Settings > Data > Export all data to download your entire Mavio library.

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Account closure

When you close your Mavio account:
  1. Your account is deactivated immediately.
  2. All data enters a 30-day grace period during which you can reactivate.
  3. After 30 days, all data is permanently deleted per the process above.
  4. A deletion confirmation is sent to your registered email.

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Compliance considerations

You can delete all your data at any time. For complete erasure, delete your account or contact privacy@mavioapp.com to request full data deletion. We process erasure requests within 30 days per GDPR Article 17.
Healthcare organizations subject to HIPAA should set retention policies that align with their medical record retention requirements. Mavio supports custom retention periods on Enterprise plans to meet these requirements.
Financial services (FINRA), government (FedRAMP), and other regulated industries may have specific retention requirements. Enterprise plans offer custom retention periods and audit logs to support compliance. Contact sales for details.

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Storage impact

Retention policies affect your storage usage:
Recording lengthApproximate storage
30-minute meeting~50 MB (audio + text)
1-hour meeting~100 MB (audio + text)
Text only (no audio)~500 KB per hour of transcript
Setting a shorter retention period or choosing “Audio only” deletion frees significant storage while preserving the searchable text.