Automatic data deletion

Sally can delete meeting data on its own once a set period is over, so nothing is kept longer than it needs to be. You set the period separately for five types of data, from the recordings down to the technical logs.

This guide shows you where the retention periods are, what each of the five data types covers, and which periods you can choose from. In Sally, the setting is in the Storage Limitation area, headed Art. 5 (1) (e), Art. 17 GDPR.

Who can change this

This setting applies organization-wide, it is defined the same way for everyone in the company.
Only owners and admins can change it, members cannot.

Quick navigation:

1. Set the retention periods
2. The five data types
3. Available retention periods

1. Set the retention periods

1. Open Settings at the bottom of the left sidebar.

Figure 1: Open Settings

2. Under Administration, open Data Protection and pick Storage Limitation on the left.
3. Open the Automatic deletion section. The line under the title shows whether automatic deletion is active.
4. Open the dropdown of the data type you want to change and pick a period.
5. Click Save. Until you do, the section shows Unsaved changes at the bottom.

Figure 2: A separate period for every data type

Every data type can have its own period. In figure 2, media is set to Never delete, transcripts to 6 months, summaries to Never delete, appointments to 2 years, and logs to 6 weeks. That is only an example, you set each period on its own, the way you need it.

Deletion is permanent

Once the period is over the data is gone for good, and there is no way to restore it. Automatic deletion runs once a night, so a new period only takes effect the following night.

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2. The five data types

Data type	What it covers
Media (video & audio)	Every video and audio recording from meetings, including screen shares and uploaded media.
Transcripts	The full word-by-word transcription, with speaker labels and timestamps.
Summaries	The summaries Sally writes, including key topics, decisions, action items, and tasks.
Appointments	The calendar entries with date, time, participants, and duration, without the content of the meeting.
Logs	Technical logs such as API calls, sync events, and user activity, used for troubleshooting and auditing.

The periods work independently of each other. If you delete the media early, the transcript and the summary stay for as long as their own periods allow.

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3. Available retention periods

Every dropdown offers the same periods:

• 2 weeks
• 6 weeks
• 3 months
• 6 months
• 1 year
• 2 years
• Never delete

Never delete means Sally does not remove that data type on its own. You can still delete it by hand at any time.