Data Retention Policy

BriefVox AI Data Retention Policy

Operator details

The operator of BriefVox AI is: Filip Ogonowski, a natural person conducting unregistered business activity within the meaning of Art. 5 of the Polish Act of 6 March 2018 – Entrepreneurs' Law, Generała Dezyderego Chłapowskiego 12, 05-825 Grodzisk Mazowiecki, Poland.

Customer support contact: support@briefvox.com.

Privacy and data protection contact: privacy@briefvox.com.

1. Purpose of this document

This document describes the current rules for storage, retrieval, deletion, and account closure in BriefVox AI. It should be read together with the Terms of Service and Privacy Policy.

2. Default retention

Data

Period

Audio files, video files, and linked imports (source files)

automatically and permanently removed from active storage after 24 hours have elapsed from upload; cleanup runs every 15 minutes; the exact same file can be reattached to the existing project without retranscription or another minute charge

Transcriptions

for the life of the account, until manually deleted or the account is closed, except for records retained to meet legal obligations

Captioned video (MP4 or MOV)

for up to 7 days after rendering completes, then automatically deleted; saved caption settings remain on the account

AI Notes (summaries, translations, reports, and other types)

for the life of the 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

up to 12 months

Backups

up to 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 can delete a source file, a transcription, or their entire account. Before an irreversible action, the Service displays a clear explanation of its consequences.

Action

Message

Delete source file

Deleting the source file is permanent. The transcript and saved caption settings remain available. To play the media again or render captions, the User must reattach the exact same file; this does not retranscribe the file or consume minutes 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 access-restricted disaster-recovery copies for no longer than the backup period stated in the retention table, after which the copies are deleted or overwritten. Recovery copies are not used for ordinary content access and may be restored only for disaster recovery, a security incident, or a legal obligation; deletion requests are reapplied after restoration unless the law requires retention.

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

Staff do not review recordings or transcripts in the ordinary course of operating the Service. Limited administrative or support access may occur only to the extent necessary for support, security, billing, abuse prevention, or legal compliance and, where technically feasible, is authorized and logged.