Version: v1.3 Streamlined
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
Raw audio is temporary by default. 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.
1. Retention principles
QuillCaddie’s retention approach is:
- keep source truth available unless deleted;
- delete raw audio after processing by default;
- preserve user control through export and deletion paths;
- avoid long-term raw audio retention in V1 by default;
- keep security, billing, audit, and legal records only as needed; and
- recognize that shared workspaces, public links, exports, backups, 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 | Deleted by default |
| Raw audio if transcription succeeds but AI fails | May be deleted because transcript exists |
| Raw audio after repeated transcription failure | Kept up to 3 days for retry/download, then hard-deleted by default |
| 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 | Retained for limited periods according to backup cycles |
3. Raw audio lifecycle
3.1 Successful processing
After successful transcription and AI processing, raw audio is deleted by default unless the user or workspace setting chooses a supported temporary retention option.
3.2 AI failure after transcription
If transcription succeeds but AI processing fails, raw audio may still be deleted because the transcript exists. Users may re-run AI processing from the transcript.
3.3 Failed transcription
If transcription fails, QuillCaddie may retry up to 5 attempts. After repeated failure, raw audio may be retained for up to 3 days so the user can retry or download it, then hard-deleted by default.
3.4 No long-term raw audio retention
Long-term raw audio storage is not the default V1 behavior. If a future plan allows longer retention, the UI and policy should clearly explain it.
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 may include:
- export reminder;
- identity verification;
- deletion confirmation;
- solo-owned workspace deletion where allowed;
- profile deletion or anonymization;
- membership removal;
- 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 non-sensitive audit tombstones, billing records, security records, or legal records where needed.
7. Shared workspace caveats
If you create content in a shared workspace, that content may be owned or controlled by the workspace. If you leave or delete your personal account, shared-workspace content may remain available to the workspace according to workspace policy, business terms, the DPA, legal requirements, and admin instructions. Attribution may be anonymized where appropriate.
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
Deleted data may remain in backups for a limited period until backup rotation completes. Backups are generally not used for ordinary access after deletion.
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