Version: v1.7 October 2026 Revision
Operator: Bobby Built Ventures LLC d/b/a QuillCaddie
Applies to: All users, customers, workspace administrators, and anyone whose content is stored or processed by QuillCaddie.
Quick summary
How long raw audio is kept depends on your plan and your retention setting: paid plans keep it until you delete it unless you choose a shorter option, and Free-plan audio is removed 14 days after a capture is processed successfully, or at most 44 days after transcription if you decide later what to make from it. Source text, transcripts, AI outputs, folders, tags, products, templates, and exports generally remain until deleted by the user, workspace admin, or account/workspace deletion flows. Business workspace content may remain with the workspace even if an individual user leaves.
Request QuillCaddie account deletion
QuillCaddie is operated by Bobby Built Ventures LLC d/b/a QuillCaddie. You must sign in to schedule deletion of your QuillCaddie account and the personal data associated with it. Use either of these paths:
- In the QuillCaddie app: open Settings, go to Account data controls, and choose Schedule account deletion.
- On the web, without the app: sign in at quillcaddie.com, open Settings, go to Account data controls, and choose Schedule account deletion. You do not need to reinstall the app.
How scheduled deletion works. Before you schedule or cancel deletion, QuillCaddie may ask you to sign in again. You review an on-screen warning and confirm. When a new deletion schedule is accepted, Settings shows a deletion start and cancellation deadline seven days later. A request blocked before scheduling has no start or cancellation deadline until it is scheduled. Retrying an existing request does not restart its waiting period or extend its cancellation deadline. Before the cancellation deadline:
- you remain signed in, but you cannot create or change captures or upload files;
- you can cancel at any time before the cancellation deadline shown in Settings, which restores normal access; and
- API keys, CLI devices, MCP sessions, and authorizations you gave to connected apps are revoked when you confirm and stay revoked if you cancel, so you will need to set them up again.
Once deletion begins, it cannot be canceled or undone.
You cannot schedule deletion while you share a workspace with other people; see section 7.
When deletion runs, it covers the account profile and personal data controlled by QuillCaddie, including solo-workspace captures, source text, audio still retained by the Service, transcripts, images, screenshots, files, link metadata, AI outputs, folders, tags, products, templates, vocabulary entries, public links, stored exports, and integration tokens, except where an item is subject to a retention exception below.
Some information may remain after account deletion:
- content controlled by a shared or business workspace may remain available to that workspace. Your account profile and current creator links are removed when deletion completes, but immutable source and generation history may retain opaque author identifiers. These identifiers may still be linked to you through other records and are not anonymous;
- billing, tax, transaction, security, fraud-prevention, audit, dispute, and legal records may be retained only for the period reasonably necessary for those purposes or as required by law;
- deleted data may remain only in encrypted recovery archives that are not used for ordinary access; and
- copies already exported, downloaded, shared, or sent to a third-party integration are controlled by their recipient or that third party and must be deleted there separately.
Deleting a QuillCaddie account does not automatically cancel an Apple App Store or Google Play subscription. Cancel the subscription in the applicable store's subscription settings to prevent future renewal. An active subscription does not prevent you from submitting an account-deletion request.
For deletion-status questions, email support@quillcaddie.com.
1. Retention principles
QuillCaddie’s retention approach is:
- keep source truth available unless deleted;
- apply the raw audio retention setting that belongs to your plan, and show it where audio is captured;
- preserve user control through export and deletion paths;
- never run a deletion timer against raw audio for a capture whose processing failed or has not run, and on the Free plan never keep raw audio more than 44 days after transcription while you decide what to make from a capture;
- keep security, billing, audit, and legal records only as needed; and
- recognize that shared workspaces, public links, exports, recovery archives, and third-party integrations may have separate retention behavior.
2. Default retention table
| Data category | Default retention |
|---|---|
| Raw audio after successful transcription and AI processing | Paid plans: retained until you delete it, unless you chose a shorter option. Free plan: removed 14 days after successful processing; if you decide later what to make from a capture, the 14 days start when you choose or 30 days after transcription, whichever comes first, so never more than 44 days after transcription |
| Raw audio if transcription succeeds but AI fails | Retained: the capture is not in a processed state, so no retention timer applies to it. Deciding later what to make from a capture is not a failure: on the Free plan its raw audio is kept at most 44 days after transcription |
| Raw audio after repeated transcription failure | Retained until you delete it: retention timers do not run on failed captures |
| Source text and raw transcripts | Retained until deleted by user/admin or account/workspace deletion flow |
| Cleaned transcripts and correction metadata | Retained until deleted with the capture/transcript |
| AI outputs and generated artifacts | Retained until deleted with the capture/output |
| Images, screenshots, files, and link metadata | Retained until deleted with the capture/asset unless a setting says otherwise |
| Folders, tags, products, templates, and vocabulary | Retained until deleted or workspace/account deletion flow applies |
| Public links | Retained until disabled, expired, or deleted |
| Exports | Controlled by the user after download; stored exports retained until deleted or expiration if applicable |
| Integration tokens | Retained until disconnected, revoked, expired, or account/workspace deletion flow applies |
| Usage, security, audit, billing, and legal records | Retained as needed for operations, security, compliance, tax, legal, and dispute purposes |
| Backups | Encrypted recovery archives, not used for ordinary access after deletion |
3. Raw audio lifecycle
3.1 Successful processing
How long raw audio is kept after successful processing depends on your plan and on your retention setting.
On paid plans, raw audio is retained until you delete it by default. One shorter option is available where you record or upload audio and in Settings: remove the audio once processing succeeds.
On the Free plan, retain-until-you-delete is not available. Free captures remove raw audio 14 days after the capture is processed successfully.
On the Free plan, if you decide later what to make from a capture, its raw audio is kept while you decide, for up to 30 days after transcription. The 14-day removal period starts when you choose or when those 30 days end, whichever comes first, so Free raw audio is never kept more than 44 days after transcription.
A previously offered option removed raw audio three days after capture. It is no longer available to choose, because it ran on a fixed timer from the moment of capture and so could remove audio for a capture whose processing had failed or had not yet run. Where a capture's audio is already governed by that setting, we continue to honour it.
A retention setting applies to captures made after you change it; it does not alter audio already stored. If your plan changes, the plan in effect when transcription succeeds determines which of the windows above applies, and audio transcribed on the Free plan keeps the Free window if you upgrade, including while you decide what to make from a capture. Paid-plan audio set to be removed once processing succeeds is kept while you decide what to make from a capture, and its removal then follows the plan in effect when you choose.
3.2 AI failure after transcription
If transcription succeeds but AI processing fails, the capture does not reach a processed state, and no retention timer removes its raw audio. The transcript exists, and you may re-run AI processing from it. Once the capture does finish processing, section 3.1 applies. You may delete the audio yourself at any time.
3.3 Failed transcription
If transcription fails, QuillCaddie may retry up to 5 attempts. Raw audio for a capture that fails processing, or whose processing never runs, is not deleted on a timer: retention windows are applied only to captures that reached a processed or archived state. The audio remains stored so you can retry the capture, and stays until you delete it or until a capture, workspace, or account deletion flow removes it. Deciding later what to make from a transcribed capture is not a failure: on the Free plan its raw audio is kept at most 44 days after transcription (section 3.1).
3.4 Long-term raw audio retention
Because retain-until-you-delete is the paid-plan default, raw audio may be stored indefinitely. It is held under the same access controls as the rest of your capture content, and it is not used for generalized model training (see the AI Data Use and Model Training Policy). To remove it, delete the audio, delete the capture, or use an account or workspace deletion flow; to keep less audio going forward, choose a shorter retention option before capturing.
4. Local/offline data
The Service may store local drafts, audio blobs, queued captures, and sync metadata in browser or app storage to prevent capture loss. Local data may remain until synced, deleted, cleared by the browser/app, or removed through logout/account deletion flows. If you use a shared device, people with device access may be able to access local data.
5. User deletion controls
Users may be able to delete captures, assets, transcripts, AI outputs, folders, tags, products, templates, vocabulary entries, exports, integrations, and accounts through the product or by contacting support. Some deletion flows may be delayed for security, legal, billing, technical, or workspace-admin reasons.
6. Account deletion
Account deletion includes:
- identity verification, including a recent sign-in when you schedule or cancel deletion in the app or on the web;
- an on-screen warning and your confirmation before deletion is scheduled;
- the cancellation period shown in Settings for a scheduled request, during which you remain signed in, capture and upload changes are paused, and you can cancel before the deadline;
- revocation of API keys, CLI devices, MCP sessions, and connected-app authorizations when you confirm, which stays in place if you cancel;
- a check that you no longer share a workspace with other people (see section 7);
- solo-owned workspace deletion where allowed;
- removal of the account and live profile when deletion completes;
- integration token revocation;
- deletion of captures/assets/transcripts/AI outputs where allowed;
- local/offline queue deletion on next client session where possible; and
- retention of the limited provenance, accounting, audit, security and legal records described in this policy where needed.
Once deletion begins after the seven-day period, it cannot be canceled or undone.
7. Shared workspace caveats
If you create content in a shared workspace, that content may be owned or controlled by the workspace. You cannot schedule deletion of your personal account while you are a member of a workspace owned by someone else, or while other people are members of a workspace you own. Those memberships must end first, for example when a workspace owner or administrator removes the member. If a shared membership exists when deletion is due to begin, deletion waits until it ends. Content you created in a shared workspace may remain available to that workspace after you leave it or delete your personal account, according to workspace policy, business terms, the DPA, legal requirements, and admin instructions. When account deletion completes, retained captures and folders no longer have a current creator link to the deleted profile. Their immutable source revisions and related generation history retain the original opaque author identifiers to preserve source history; these identifiers may still be linked to you through other records and are not anonymous. Existing usage and processing records remain so that earlier results, charges and reservations are not duplicated or reassigned.
Retained content remains subject to workspace permissions. Further processing or uploads that require the deleted account’s authorization are unavailable; deleting an account does not transfer its provider credentials or processing authority to another member. Existing source and results are not erased merely to assign them a new processing identity.
8. Connectors and third-party services
Disconnecting an integration stops future access where supported, but does not necessarily delete content already exported to, copied into, or stored by third-party services. You must manage deletion in those third-party services according to their settings and policies.
9. Public links and exports
Public links may be disabled or deleted within QuillCaddie, but recipients may have copied, downloaded, screenshotted, indexed, or redistributed shared content. Downloaded exports are controlled by the person or system that received them.
10. Legal holds and safety exceptions
We may retain information where reasonably necessary to comply with law, resolve disputes, enforce agreements, prevent fraud or abuse, protect safety, maintain security, respond to legal process, or preserve evidence.
11. Backups
Deletion is applied to the live Service as a permanent removal of the affected records. Any residual copy exists only in encrypted recovery archives held for disaster recovery, which are not used to serve, restore, or access user content in ordinary operation.
12. Model contribution
Customer Content is not used for generalized model training by default. If content is explicitly opted into a model-contribution program, revocation and deletion are handled according to the opt-in terms and applicable law.
13. Changes
We may update retention practices as the Service changes. Material changes will be communicated by reasonable means.
Contact
Support: support@quillcaddie.com
Privacy requests: privacy@quillcaddie.com
Security reports: security@quillcaddie.com
Legal notices: legal@quillcaddie.com
DMCA notices: dmca@quillcaddie.com
Mail: Bobby Built Ventures LLC d/b/a QuillCaddie, 1500 N Grand St, STE R, Denver, CO 80203