Data retention

1.How to read this page

This is the schedule of how long each kind of data is kept on the hosted service. The periods are our defaults. Where a period can be changed by your organisation's owner or by whoever operates the service, we say so. It supplements the privacy policy.

If your organisation self-hosts Remote Desk, it sets its own retention and we hold none of its data.

2.Meetings, recordings and transcripts

Meeting recordings: kept until someone in your organisation who manages meetings deletes them. There is no automatic expiry. Deleting a recording also deletes its transcript and minutes.

Per-speaker audio captured for transcription: deleted automatically 90 days after the transcript is ready, by default. Transcripts and minutes are kept for as long as their recording.

3.Attendance, app activity and screenshots

App activity and screenshots, where an organisation owner has switched them on: deleted automatically after a period the owner sets, between 7 and 365 days, 30 days by default. Anyone can delete their own screenshots sooner.

Attendance and presence records are kept until your organisation deletes them or closes its account.

4.Your content

Messages, files, docs, tasks, whiteboards, floors, meetings and your account details are kept until you or your organisation deletes them, or the organisation closes its account.

Files moved to the trash in Drive are permanently deleted after 30 days.

5.Notifications and devices

Notifications you have read are removed after 30 days. Unread ones stay until you read them. Requests to knock on a door or join a room expire after 30 minutes. Records of notifications that have been sent are removed after 30 days.

A device registered for push notifications is dropped from our list after 90 days without use, by default.

6.Sign-in and security records

A signed-in session lasts 7 days. A trusted-device cookie for skipping two-factor codes lasts 30 days. Two-factor codes expire after 10 minutes, and expired codes and unused verification links are cleaned up automatically.

Records of sign-in attempts are kept for 365 days, and sampled request logs for 30 days, by default.

7.AI records

Conversations in the AI Workspace and Deskly are kept until you delete them. By default, records of AI requests (which model ran, timing and cost) are kept for 180 days, readings of uploaded files that the AI caches are kept for 90 days, and files the AI created are removed 30 days after the chat they belong to is deleted.

Where the platform or your organisation has turned on storing the text of prompts and answers for troubleshooting, that text is kept for 30 days by default.

8.Closing an organisation

Deleting an organisation deactivates it. It does not erase its data immediately. To have an organisation's data, or your own personal data, permanently erased or exported, contact us.

We may keep information for longer where the law requires it, or where we need it to establish or defend a legal claim.

9.Asking for deletion

To ask for deletion of your own personal data or an organisation's data, write to hello@thehivez.com. We will confirm who you are first. If the data belongs to your employer's organisation, we may need to refer you to them. See your data rights.