TrueSit retention schedule
Version 0.1, 2026-10-11. What TrueSit keeps, for how long, what an organization can change, and how each kind of data is deleted. Periods run from the date of the sit unless the row says otherwise. Values marked “proposed” are ours for counsel to confirm. Nothing here is legal advice.
The schedule
| Data | Default | Organization can set | How it is deleted |
|---|---|---|---|
| Sit audio | 12 months | 1 day to 36 months, never longer than the transcript period; the plan may set a lower limit | Nightly retention run deletes the audio files; logged |
| Transcripts, scores, sit reports, moments, Quick recaps, notes on the sit, unconfirmed household suggestions | 24 months | 6 to 36 months | Nightly retention run; logged |
| Photos on a sit | With the sit’s transcript period | Follows the transcript period | Retention run, or when the rep or an org admin removes one |
| Sit and canvass door locations (only if the rep opted in) | With the sit’s record | Follows the transcript period | Deleted with the sit’s record |
| Canvass segments whose door line is not confirmed | Held, never processed; 24 hours (proposed) | No | Deleted unprocessed by the canvass job |
| Rep voiceprint (optional) | 24 months after enrollment | 6 to 36 months | Daily destruction job; also at once when the rep leaves the organization, deletes it, deletes the account, or the organization closes; logged |
| Voice enrollment clips | Minutes | No | Deleted in the same job that makes the voiceprint |
| Voice features of homeowners and other speakers | Only while that sit is processed | No | Deleted by the processing job when it ends; never compared across sits |
| Household records (contacts, people, project, budget once confirmed) | As long as the organization keeps the household | Org admins edit or delete at any time | Deleted by an org admin, or at organization closure |
| Mentor memory | While the rep is a member | The rep clears it at any time | Cleared by the rep; deleted when the rep leaves, on a deletion request, or at account deletion |
| Organization patterns (weekly, counts only) | Until the next weekly count (each week replaces the last) | No | Replaced by the weekly job; deleted at organization closure |
| Level questions and answers, Saved and History, practice sessions | While the person is a member (History shows 30 days) | No | Deleted when the person leaves the organization or deletes the account |
| Rep private notes | While the rep is a member | No | Deleted at account deletion |
| Manager notes, threads and tasks | As long as the organization keeps them | Org admins delete | Deleted with the sit, by an org admin, or at closure |
| Account details | While the account exists | No | Delete my account: seven-day grace (signing in cancels), then deleted; sits stay with the organization under “Former rep” |
| Organization account | While subscribed | No | Closure: 30 days of grace, then all organization data deleted |
| Data exports | Download links work 7 days; file deleted after 7 days (proposed) | No | Export file job |
| Audit log and staff access log | Life of the organization account; 12 months after closure (proposed) | No | Deleted after the period |
| Support tickets, emails, AI drafts and proposed actions | 24 months after the ticket closes (proposed) | No | Support retention job |
| Help assistant conversations | 12 months (proposed); a handoff becomes part of its ticket | No | Help retention job |
| Alerts to TrueSit’s platform owner (WhatsApp or SMS) | Our copy stays with its ticket; the messaging provider keeps its own under its terms | No | With the ticket |
| Walkthrough requests from the website | 24 months after the last contact (proposed) | No | Deleted by sales, or on request |
| Billing records and invoices | 7 years (proposed, for tax law) | No | Deleted after the period |
| Push tokens | Until sign-out or notifications are turned off | No | Removed by the app and the server |
| Server logs | 30 days (proposed) | No | Rotated by the hosting providers |
| Website analytics (only after a yes) | 12 months (proposed) | No | Deleted in PostHog; turning analytics off deletes the visitor id |
| Cookie choice | 12 months, in the browser | No | Expires, then the banner asks again |
Backups
Deleted data leaves our backups within 30 days. The nightly backup of recordings also receives each deletion.
Legal holds
A legal hold pauses deletion only for the data it covers and only while it lasts. Holds are logged, and the organization is told unless the law forbids it.
By plan
The organization’s plan can set a lower ceiling for audio: 6 months on Solo, 12 months on Core, 24 months on Team. Every other period above is the same on every plan.
Product improvement
Recordings and transcripts are used to improve TrueSit only while the organization’s product improvement switch is on (off by default). Turning it off stops new use; data already in an evaluation set from that organization is deleted within 30 days (proposed).