Legal
Data Retention and Deletion
What determines retention, what each deletion or disconnection request does, and how to request return or erasure of data.
Version date: September 6, 2026
1. Scope and instructions
This notice supplements the Privacy Policy. A signed processing agreement or order may specify a shorter or otherwise legally required schedule for a deployment. Contact privacy@vizavi.ai for the schedule applicable to your workspace or to request access, export or deletion.
We use the category-specific criteria below where no fixed schedule has been agreed. These are retention criteria, not a promise that every item has the same lifetime. A legal hold or other mandatory retention requirement may override routine deletion only for the affected information and purpose.
2. Retention by category
| Data | Retention criterion and deletion treatment |
|---|---|
| Account, profile and membership | While needed to administer the active account or workspace. After closure, retain only information needed for remaining contractual, security, legal or dispute obligations; organizational membership records may have a separate lawful purpose. |
| Recordings, uploaded files and transcripts | While needed for the enabled storage and retrieval service under the applicable workspace instructions, until an applicable expiry or verified deletion instruction, subject to limited legal retention. A plan limit on meeting history, such as access to the last 30 days on the Free plan, limits what the account can open; it is not by itself a deletion schedule and not a promise of indefinite storage. |
| Imported email, chat, CRM, documents and calendar content | While needed for the configured connection and retained workspace context. Disconnecting stops future authorized synchronization; it does not by itself instruct deletion of all previously imported material. |
| AI answers, embeddings, graphs, reports and other derived content | Follow the applicable source-content purpose and access/deletion scope. A derived representation is not exempt merely because it is not a verbatim copy. Separate reports containing independent or lawfully retained sources may require selective removal or regeneration. |
| Integration credentials and share access | While necessary for the active authorized connection or sharing mode. Revoke access at both Vizavi and the source where appropriate; deleting a displayed connection is not evidence that a source-side token has already been revoked. |
| Support, audit and security records | For the duration needed to resolve the issue, detect and investigate abuse, demonstrate authorized operations or address a documented legal claim. Restrict content and identifiers to that purpose; do not use these exceptions as indefinite general content storage. |
| Billing, refunds and historical orders | For the applicable accounting, tax, consumer-protection, warranty and dispute periods, measured from the relevant transaction or closure. Deleting an account does not erase records that must legally remain. |
| Optional browser analytics | Consent settings apply to identifiers, event queues and collection. Withdrawal removes this browser’s optional analytics identifiers and unsent queue; previously received events require a separate applicable data request. |
| Backups and recovery copies | Until the applicable backup lifecycle expires, unless a specific legal preservation requirement applies. Retained recovery copies are restricted from ordinary use; a restore must respect prior deletion instructions before restored content is used again. |
| External processors | Their contracted and configured lifecycles, including any operational retention or abuse monitoring. Deletion from Vizavi is not evidence of instantaneous erasure by every provider. We address provider deletion requests within our role and applicable agreement. |
3. Different controls have different effects
- Cancel subscription: stops the applicable renewal; it does not automatically delete the account, free-plan content or legally required payment records.
- Disable a monitor: stops future scheduled work for that rule; existing reports and already transmitted actions may remain.
- Disconnect integration: stops future authorized retrieval once disconnection takes effect; request deletion of retained imported content separately and revoke access at the source where needed.
- Delete recording or source content: identify the object and desired scope so the request can cover related files, transcripts and derived representations, subject to lawful exceptions.
- Delete personal account: ends that user’s account access; it does not automatically erase independently controlled organization records or another person’s lawful copies.
- Delete workspace: an authorized organization representative must identify the workspace, return/export choice and deletion scope under its agreement.
- Revoke share link: restricts future access through that link; it cannot recall downloads, screenshots, forwarded emails or copies at external destinations.
4. How to make a request
Use the available account or content controls, or email privacy@vizavi.ai with the relevant account/workspace and request. You may request an export before deletion. Do not include passwords, access tokens or unrelated sensitive documents in the initial request. We may verify your identity and authority and clarify scope where needed to protect other people.
We respond within the applicable legal deadline and explain any lawful extension, limitation or retained category. Where an organization controls the data, we assist or route the request to that organization as appropriate. A statutory request is not conditional on purchasing an additional service.
Completion may require processing across active stores, files, indexes, derived content and providers. We distinguish removal from ordinary access, active-system deletion and remaining restricted retention where relevant. Backups, authorized recipient copies and legal records are not all erased by a single instantaneous operation.
5. Exceptions, disputes and recovery
Information retained to comply with law or a specific hold remains limited to that purpose and accessible only as appropriate. We may retain a minimal record of a request or deletion operation to demonstrate compliance and prevent inappropriate reintroduction; that record should not contain the deleted source content unless legally necessary.
Deletion can be irreversible. Maintain your own lawful exports where needed and verify their completeness before closing a workspace. Vizavi does not promise recovery after deletion or indefinite archiving. If a source remains connected, clarify whether your request also requires excluding the source from re-import.
Vizavi AI Inc.
Delaware corporation
131 Continental Dr., Suite 305, Newark, Delaware 19713, United States