Speakyboo.

Data Retention Policy

Last updated: April 1, 2025

This Data Retention Policy ("Retention Policy") describes how Speakyboo, Inc. ("Speakyboo," "we," "us," or "our") retains, archives, and deletes personal and operational data collected through our voice dictation and AI transcription platform at speakyboo.com (the "Service"). This policy supplements our Privacy Policy and is intended to give you clear, specific information about how long we hold different categories of data and your rights to control that data.

We believe in retaining data only for as long as it is necessary for the purpose it was collected, to meet legal obligations, or to protect our legitimate business interests. We do not retain data speculatively or indefinitely. This policy reflects those commitments.

1. Data Categories and Retention Periods

We retain different categories of data for different periods, based on the purpose of collection, the nature of the data, and applicable legal requirements. The following table summarizes our retention schedule:

1.1 Account and Profile Data

Account data includes your name, email address, mobile phone number (if provided), account preferences, plan selection, and login history. This data is retained for as long as your account is active and for 90 days following account deletion or deactivation. The 90-day post-deletion window exists to allow you to recover your account in the event of accidental deletion and to allow us to resolve any billing disputes or customer support issues that may arise shortly after deletion.

After the 90-day post-deletion window has elapsed, your account and profile data is permanently and irreversibly deleted from our active databases and queued for purge from backup systems on the next scheduled backup rotation cycle, not to exceed 30 additional days.

1.2 Transcripts and Documents

Transcripts, documents, notes, and any text content you create or save within Speakyboo are retained for as long as your account is active. You retain full ownership of your transcript content. We store transcripts on your behalf as a feature of the Service.

You may delete individual transcripts at any time. Deleted transcripts are removed from your active document library immediately and purged from our database within 24 hours. Deleted transcripts may persist in system backups for up to 30 days, after which they are permanently removed from all systems.

When you delete your account, all transcripts and documents associated with your account are included in the account deletion process and are permanently removed within 30 days of your deletion request, subject to any applicable legal hold exceptions described in Section 6.

1.3 Audio Files

Speakyboo does not retain raw audio files. Audio captured through your microphone is transmitted in real time to the Google Gemini API for transcription and is not stored on Speakyboo's servers at any point. There is no audio archive, no voice library, and no retained audio recordings associated with your account. The audio transmission is ephemeral and discarded upon completion of the transcription process.

Because no audio is retained, there is no audio data to delete from our systems. This by-design architecture means your voice recordings are never at risk from a data breach of Speakyboo's infrastructure.

1.4 Usage Logs and Activity Data

Usage logs include records of features used, session lengths, error events, API call counts, and similar operational telemetry. We retain usage logs on a rolling 12-month basis. Logs older than 12 months are automatically purged from our systems. This retention window is used for debugging, product improvement, abuse detection, and fraud prevention.

Usage logs do not contain the content of your transcripts. They contain metadata about your activity, such as the time a session began, the duration of a session, and the type of request made. Log entries that reference a deleted account are anonymized or deleted within 90 days of account deletion.

1.5 Billing and Financial Records

Billing records include subscription history, payment amounts, invoice records, refund records, and payment method metadata (such as the last four digits of a payment card and the card's expiration date). We retain billing records for 7 years from the date of each transaction.

This 7-year retention period is required under generally accepted accounting principles (GAAP), the Internal Revenue Code, and applicable state revenue laws, which require businesses to maintain financial records sufficient to support tax filings and audits. Even if you delete your account, billing records are retained for the full 7-year period from the date of each transaction and may not be deleted upon request where retention is legally required.

We do not store full payment card numbers. Payment card processing is handled by our payment processor, and full card details are neither transmitted to nor stored by Speakyboo's systems.

1.6 Session Tokens and Authentication Data

Session tokens, authentication tokens, and magic link tokens are retained for a maximum of 30 days from issuance or until you log out, whichever occurs first. Magic link tokens are single-use and expire within 15 minutes of issuance regardless of whether they are used.

When you log out, all active session tokens associated with your session are immediately invalidated. If you log out of all devices via the account settings, all session tokens for your account are invalidated simultaneously. Expired and invalidated tokens are purged from our authentication database within 30 days.

1.7 Support and Communication Records

Records of customer support interactions, including emails and support tickets, are retained for 3 years from the date of the last interaction in a given thread. This retention period allows us to provide consistent support if you contact us again with a related issue and to maintain records sufficient to resolve disputes.

2. Automatic Deletion Schedules

Speakyboo operates automated deletion jobs that enforce the retention periods described in this policy. These jobs run on scheduled intervals and do not require manual intervention:

  • Usage logs older than 12 months are purged on a daily automated schedule.
  • Expired session tokens are purged on a daily automated schedule.
  • Individual deleted transcripts are queued for database removal within 24 hours.
  • Account deletion requests trigger an automated pipeline that removes account data, transcripts, and associated records within 30 days.
  • Billing records are flagged for automated archival after 7 years from the transaction date, after which they are purged from primary systems and retained only in cold archival storage for an additional 1 year before permanent deletion.

3. Backups and Backup Data Purge

Speakyboo maintains regular encrypted backups of our databases to ensure service continuity and disaster recovery. Backup retention operates on a tiered schedule:

  • Daily backups: Retained for 30 days.
  • Weekly backups: Retained for 90 days.
  • Monthly backups: Retained for 12 months.

When you delete your account or individual data, that data will be removed from active systems within the timeframes described in Section 1. Backup copies of deleted data will persist until the backup that contains the deleted data ages out of the backup retention schedule and is purged. The maximum period during which deleted data may persist in a backup is 12 months.

Backups are encrypted at rest and in transit. Access to backup data is restricted to senior engineering personnel and is subject to our access control policies and audit logging requirements.

4. How to Request Data Deletion

You may request deletion of your data through the following methods:

  • In-App Account Deletion: Log in to Speakyboo, navigate to Settings, select Account, and choose Delete Account. You will be asked to confirm the deletion. Upon confirmation, the deletion pipeline is initiated automatically.
  • Email Request: Send a deletion request to privacy@speakyboo.com with the subject line "Account Deletion Request." Include the email address associated with your account. We will verify your identity before processing the request and will confirm completion within 30 days.
  • Individual Transcript Deletion: Transcripts can be deleted individually from your documents library. Select the document, open the options menu, and choose Delete. This does not require contacting support.

We may be unable to delete certain data where retention is required by law (see Section 6 on billing records and legal hold exceptions). In such cases, we will inform you of what data must be retained and the legal basis for its retention.

5. Data Portability and Export

You have the right to receive a copy of your personal data in a portable, structured, commonly used, and machine-readable format. You may export your Speakyboo transcripts at any time through the following methods:

  • Individual Export: Open any document in the Speakyboo interface and use the export option to download it in plain text (.txt), Markdown (.md), or other available formats.
  • Bulk Export: From account settings, request a full export of all your documents and transcripts. The export will be compiled and made available as a downloadable archive within 24 hours.
  • Data Access Request: For a comprehensive export that includes non-document personal data (such as account profile data and billing history excluding payment card details), submit a request to privacy@speakyboo.com. We will fulfill verified requests within 30 days.

Data portability rights under GDPR (Article 20) and CCPA are expressly recognized and supported by Speakyboo. You may exercise these rights at any time and without charge.

6. Legal Hold Exceptions

In certain circumstances, we may be required to retain data beyond the standard retention periods described in this policy:

  • Legal Process: If we receive a subpoena, court order, or other valid legal process requiring us to preserve specific data, we will retain that data for the duration required by the legal process, regardless of our standard retention schedule or a user's deletion request.
  • Active Litigation or Disputes: If we are involved in, or have reason to anticipate, litigation or a regulatory investigation involving specific data, we may place a legal hold on that data to preserve it as potentially relevant evidence.
  • Fraud Investigation: If we are investigating suspected fraud, abuse, or violations of our Terms of Service, we may retain relevant data for the duration of the investigation and for a reasonable period thereafter.
  • Regulatory Requirements: Billing records and certain transactional data must be retained for 7 years under applicable tax and accounting regulations, regardless of account deletion requests.

When a legal hold is in place, we will notify you of the hold if we are legally permitted to do so. Legal holds are narrowly scoped to the specific data relevant to the legal process and do not extend to all of your data.

7. Regulatory Compliance

This Retention Policy is designed to comply with the following regulatory frameworks:

  • GDPR Article 5(1)(e) — Storage Limitation: Personal data shall be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed. Our retention periods are designed to comply with this principle.
  • GDPR Article 17 — Right to Erasure: We support the right of erasure ("right to be forgotten") for all data categories not subject to legal retention obligations. Deletion requests are processed within 30 days.
  • CCPA Section 1798.105 — Right to Delete: California residents may request deletion of personal information. We honor such requests within 45 days for all data not subject to legal retention requirements.
  • CCPA Section 1798.100 — Right to Know: This policy, in conjunction with our Privacy Policy, satisfies the CCPA disclosure requirement regarding data retention practices.

8. Changes to This Policy

We may update this Data Retention Policy periodically to reflect changes in our practices, technology, legal requirements, or business operations. When we make material changes, we will notify you by email and post an updated version of this policy at speakyboo.com/policies/data-retention with a revised "Last updated" date.

Your continued use of the Service after we post changes constitutes your acceptance of the revised policy. If you do not agree to the changes, you may delete your account at any time as described in Section 4.

9. Contact for Data Requests

For any questions about this Data Retention Policy, to submit a data deletion request, or to request an export of your personal data, please contact our privacy team:

  • Email: privacy@speakyboo.com
  • Subject line: "Data Retention Inquiry" or "Deletion Request"
  • Website: speakyboo.com/contact

We will acknowledge your inquiry within 5 business days and provide a full response within 30 days. For complex or multi-subject requests, we may extend the response period by up to an additional 30 days, in which case we will notify you of the extension and the reason for it.