BriefVox AI Data Retention Policy
Operator details
The operator of BriefVox AI is: Wojciech Ogonowski, osoba fizyczna prowadząca działalność nierejestrowaną w rozumieniu art. 5 ustawy – Prawo przedsiębiorców, Grodzisk Mazowiecki, Polska.
Customer support contact: support@briefvox.com.
Privacy and data protection contact: privacy@briefvox.com.
1. Purpose of this document
This document describes the rules for storage, retrieval, deletion, and account closure in BriefVox AI. These rules should be consistent with the Terms of Service, the Privacy Policy, and the technical architecture.
2. Default retention
Data
Period
Audio files, video files, and linked imports
indefinitely on the user's account, until manually deleted or the account is closed
Transcriptions
indefinitely on the user's account, until manually deleted or the account is closed
AI Notes (summaries, translations, reports, and other types)
indefinitely on the user's account, until manually deleted by the user or the account is closed
TXT/DOCX/SRT/VTT exports
until manually deleted or regenerated, in accordance with system configuration
Payment data and invoices
in accordance with applicable tax and accounting regulations
Security logs
12 months
Backups
30 days
2.1 Export upon user data request
For a data access request, the Operator may generate an HTML report intended to be opened in a browser and a technical JSON file. The report contains data actively stored in the system at the time of export.
The user report may contain transcript text and AI Notes, where the feature was used, because these are data provided or generated while using the service. The report does not include technical data unnecessary for the user, such as storage keys, password hashes, internal admin logs or full AI provider prompts.
Before providing the report, the Operator should verify the identity of the requester and choose a secure channel for delivering the file.
3. File access
Files are not publicly accessible.
File access is generated on demand via a temporary, expiring link.
Service staff do not have standard access to the contents of audio files, video files, linked imports, or transcriptions. Administrative content access, if technically provided for, must be disabled by default, available only in exceptional circumstances, logged, and limited to the minimum necessary scope.
Links must have a short validity period and be tied to the user's authorization.
Audio files, video files, and linked media imports must not be sent as email attachments unless this is deliberately designed and secured.
4. Manual deletion by the user
Users must be able to delete a source file, a transcription, or their entire account. A clear message about the consequences of the action must be shown before deletion.
Action
Message
Delete source file
Deleting the source file is permanent. The transcription will remain available, but the recording cannot be reprocessed without uploading or importing it again.
Delete transcription
Deleting the transcription is permanent. It cannot be recovered from the dashboard.
Delete AI Note
Deleting an AI Note is permanent. It cannot be recovered from the dashboard. AI Notes that are still being generated cannot be deleted.
Delete account
Deleting your account will remove source files and transcriptions from the dashboard. Billing data may be retained as required by law.
5. Deletion from backups
Data deleted by the user may remain in backups for a limited period until it is automatically overwritten in accordance with the backup cycle. Data from backups must not be restored to the active system unless required for security, disaster recovery, or legal obligations.
6. Account closure
The user submits an account closure request in the dashboard or through support.
The system shows a summary of consequences: loss of access to files, transcriptions, history, and active minutes.
After confirmation, the account is deactivated and user data is deleted or anonymized to the extent legally and technically possible.
Data required for billing, security, complaints, or defence of claims may be retained for the required period.
7. Staff access
The product's design principle is that Service staff do not have access to the contents of user recordings and transcriptions. If emergency technical access exists in the system, it must be restricted, logged, and described in procedures. Otherwise, any statement about the absence of access may be inaccurate.