Data retention settings
Control how long meeting recordings, transcripts, and other data are kept
Workspace admins can control how long meeting data is stored on Circleback. Go to Settings → General (under Workspace) and scroll to the Data retention section.
There are three categories, each with an adjustable slider:
- Recording: audio or video recordings of meetings.
- Transcript: meeting transcripts.
- All meeting data: notes, action items, insights, and all other data associated with meetings.
Circleback lets workspace admins keep meeting notes and summaries while deleting recordings and transcripts on a schedule. Recordings, transcripts, and all other meeting data each have their own retention period, so you can delete recordings and transcripts after a set number of days and keep the notes for as long as you need.
Transcripts and all other meeting data can be kept for as long as you choose, up to forever. Recordings can be kept up to the recording storage included in your plan. A recording can't be kept longer than its transcript, and a transcript can't be kept longer than its meeting data, so the sliders adjust to keep that order. Before saving, Circleback shows how many existing meetings the change will affect. Retention applies to existing meetings as well as new ones. Circleback checks every night and deletes anything older than the period you set. Only workspace admins can change them.
When a retention period expires, that data is permanently deleted and cannot be recovered. These settings apply to all meetings across the workspace.
Frequently asked questions
How long does Circleback keep meeting data by default?
Unless an admin sets a retention period, Circleback does not delete notes, action items, insights or transcripts on a schedule. Recordings are kept for the recording storage included in your plan, shown on the pricing page.
Can admins set a custom retention period?
Yes. Workspace admins can set separate retention periods for recordings, transcripts, and all other meeting data, up to forever for transcripts and meeting data, and up to your plan's recording storage for recordings, in Settings → General under Data retention.
What gets deleted, and is it permanent?
When a retention period expires, Circleback permanently deletes that data and it cannot be recovered. Deleting a transcript also deletes the meeting's recording. When All meeting data expires, the whole meeting is deleted, including its notes, action items and insights.
Can retention be enforced for every member?
Yes. Retention settings apply to every meeting in the workspace, and only admins can change them. To stop recordings from being stored at all, admins can also turn off saving audio and video for everyone in Default and enforced workspace settings. Any member can also turn it off for their own meetings, and when no one in a meeting has recordings turned on, Circleback posts in the meeting chat that no video or audio recordings will be stored. See Configure whether meeting recordings are saved.