> ## Documentation Index
> Fetch the complete documentation index at: https://docs.mavioapp.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Data Retention
> Understand how long Mavio stores your data and how to configure retention policies.
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.
## Default retention periods
| Data type | Default retention | Configurable |
| ------------------------------ | ----------------------------- | --------------- |
| **Audio recordings** | Indefinite (until you delete) | Yes |
| **Transcripts** | Indefinite (until you delete) | Yes |
| **AI summaries** | Indefinite (until you delete) | Yes |
| **Action items** | Indefinite (until you delete) | Yes |
| **Voice profiles** | Indefinite (until you delete) | Yes |
| **Account data** | Duration of account | No |
| **Audit logs** | 1 year (Enterprise) | Enterprise only |
| **Deleted recordings (Trash)** | 30 days | No |
"Indefinite" means the data persists until you manually delete it or your account is closed. There is no automatic expiration by default.
## Configuring auto-delete
Set up automatic deletion of old recordings to manage storage and comply with internal data policies:
Navigate to **Settings > Data > Retention policy** (individual account) or **Settings > Team > Retention policy** (team account).
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)
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
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.
## Team retention policies
Team admins can enforce retention policies for the entire workspace:
| Setting | Description |
| ----------------------- | -------------------------------------------------------------------------- |
| **Team-wide policy** | Sets a maximum retention period for all team members |
| **Override permission** | Allow or disallow individual members from setting shorter retention |
| **Minimum retention** | Set 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).
## What happens when data is deleted
### 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
### 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.
## 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.
## 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.
## Compliance considerations
You can delete all your data at any time. For complete erasure, delete your account or contact [privacy@mavioapp.com](mailto: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.
Enterprise customers can place recordings on **legal hold**, which prevents auto-delete and manual deletion until the hold is released. Contact [support@mavioapp.com](mailto:support@mavioapp.com) to configure legal holds.
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.
## Storage impact
Retention policies affect your storage usage:
| Recording length | Approximate 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.