Data retention & deletion

Last updated: 2026-08-07 · Version 0.1 · Status: Draft for legal review — not yet in force

What is kept, for how long, and what deleting actually deletes. Written from the scheduled job that does the deleting, not from an intention. Where the software keeps something after you have asked it not to, that is stated here rather than left for you to discover.

1. The automatic purge

A scheduled job runs daily and permanently deletes:

What	After
Call records — the transcript, caller number, timings, the generated summary, sentiment and action items	6 months
Operational diagnostic events	90 days

This is a hard delete, not an archive or a flag. Once the job has run, the row is gone and we cannot produce it again — including for you.

2. What the purge does not touch

This is the section a template would omit. It is the one worth reading.

The chat assistant's own memory. Each customer's chat assistant runs on its own machine and forms its own long-term memory from the conversations it has. That memory is not covered by the purge above, it is not removed when a member of staff deletes a conversation, and there is no interface through which our application can edit it. Deleting a conversation in the app removes it from that person's list; it does not make the assistant forget what it learned. Removing something from that memory is a manual operation performed on the machine.
That memory is shared between colleagues at the same business. A fact one member of staff tells the assistant can be retrieved by another. It is one assistant for the business, not one per person.
Usage records — how many messages and files were processed, and what they cost — are kept beyond the purge horizon. They are how an invoice is explained and cannot be reconstructed once discarded.
Saved business information (the knowledge your assistant works from) is kept until you change or delete it. Earlier versions are retained as a short save history so a bad paste can be undone.
Call audio, where a business has recording switched on, is held by the telephony provider under their retention rules, not ours. See the sub-processor list.
Backups. [BACKUP RETENTION PERIOD] — a deleted record may persist in a database backup until that backup expires.

Review note — remove before publishing. The shared, unpurgeable assistant memory is the most significant gap between what a customer will assume and what the software does. It should be resolved in the product — by scoping memory per user, or by building a purge path — rather than only disclosed. Until then this page must keep saying so, and no contract should promise deletion we cannot perform.

3. Asking us to delete something

If you are a business using the service, you can clear your saved business information from your own settings page at any time. For anything else — a specific call record, a customer's data, or your whole account — write to info@moneliautomation.com.

If you telephoned a business and want your information removed, ask that business: they decide what is collected and we act on their instructions. The call recording and AI disclosure page explains this.

We will tell you plainly which parts we can delete and which we cannot, including the assistant memory described above.

4. When an account closes

[ACCOUNT CLOSURE PROCESS AND TIMELINE]

Review note — remove before publishing. The account-closure path is not implemented. Decide the timeline, whether an export is offered first, and whether the customer's dedicated machine is destroyed or wiped — then write it here and build it.

This is not legal advice. This document was drafted from what the software actually does, by the people who built it, and it has not been reviewed by a lawyer. It must be reviewed by Canadian privacy counsel — and, where a customer is a health information custodian or a law firm, by counsel familiar with PHIPA, the Alberta Health Information Act, Quebec's Law 25 and professional obligations of confidentiality — before it is published or relied on by anyone. Highlighted [LIKE THIS] are facts we have deliberately not invented; they must be filled in before publication.