Short answer
Recording retention requires an inventory of audio and copies, a defined purpose and owners for review or deletion. Verify actual deletion in each system; a missing link does not establish that the file has been removed.
Key verification: Document exceptions and deletion evidence without keeping data you no longer need.
Sources and limitationsTo organize the retention of recordings, identify where the audios and their copies are, define what they are needed for, and establish who reviews their retention or deletion. Then check how each provider performs the deletion and record the result. Just because a link stops working does not prove that the file has been deleted.
The AEPD recalls the principles of purpose limitation, minimization and limitation of the retention period. The operational rule must respond to the actual treatment and the applicable obligations. This template does not set a valid number of days for all calls. Principles of personal data processing .
Inventory all locations
Start with a controlled call and follow it through: phone platform, CRM, transcription, notes, exported file, and any additional authorized storage. Note what is a copy of the content and what is just a reference to a remote file.
Also check downloads made by the team. An audio deleted in the phone system may still exist in a shared folder. The transcription preserves conversation content even if the voice is removed.
| Location | What to identify | Who checks the deletion |
|---|---|---|
| Telephony provider | Audio and call reference | Administrator or support depending on function |
| CRM | Attachment, transcript or link | Responsible for that system |
| Authorized Storage | Downloaded Copies and File Names | Storage Responsible |
| Additional processor | Content sent for another function | Responsible for processing with the provider |
This matrix is an original inventory. Complete only the systems that exist in your company. Do not create new copies to facilitate control that can be done through references.
Define rules by purpose and a review of exceptions
For each authorized use, write what need justifies keeping the audio, how long it was approved, and what happens when it ends. Add who reviews the rule. The storage capacity included in a plan does not determine the term your company needs.
| Purpose of example | Criteria that you must specify | Output control |
|---|---|---|
| Authorized training | Period required for approved exercise | Audio review, transcription and copies |
| Follow-up of a query | Need to preserve that conversation | Review at the end of the intended use |
| Case with retention obligation | Applicable basis and specific scope | Review of the exception by the authorized person |
| Export for temporary use | Responsible and purpose of that use | Delete the copy where appropriate |
Record exceptions in a limited manner and with a review date. If a recording requires retention for a specific reason, identify that recording and the extent required. Prevents an exception from holding the entire phone file indefinitely.
Check the available deletion functions
CloudTalk indicates that it does not offer a self-service option to delete bulk recordings. Your guide refers to support to review withdrawal options. Ask how to identify the set, what confirmation you will receive, and how vendor copies are handled. Managing recordings in CloudTalk .
Aircall warns that deleting a number makes associated links unusable, while some recordings may continue to be preserved according to the plan. It is a difference between access and deletion that you should check. Deleting the number is also not a suitable procedure to clean audios if you need to maintain the service. Effects of deleting an Aircall number .
Request an explanation of selective deletion, execution deadlines and backup treatment in your contract. If the tool requires supportive intervention, include that time in the procedure. Do not document as automatic a deletion that your account cannot execute.
A verifiable removal procedure
- Select the references that have fulfilled their preservation rule.
- Review authorized exceptions before executing changes.
- Confirm the scope: audios, transcripts, attachments and corresponding copies.
- Execute the available function or request the work from the supplier.
- Record request, person responsible and confirmation of execution.
- Check the result on the included systems.
- Mark separately what is pending, such as a support response or an unreviewed copy.
To test the procedure, use test content without customer information. Please check the scope with the authorized person first. The deletion check should not require retaining another copy of the content to be removed.
What evidence to retain from the check
A card can collect internal reference, applied rule, revised systems, date, executor and confirmation. Limit that evidence to what is necessary to demonstrate control. Saving the entire conversation “to prove it was deleted” contradicts the intended result.
Review inventory when you add an integration or change the contract. Keep this cycle coordinated with access permissions . If the project ends, also use the specific procedure in tool output to identify which data you should legitimately retain and which should be removed.
Sources and limitations
Documentary review: . Content type: Documentation-based operational template.
Sources describe terms and capabilities stated by their owners. Proposed protocols and fictional examples do not establish product tests performed by CallsIQ.
- Principles of personal data processingwww.aepd.es
- Managing recordings in CloudTalkhelp.cloudtalk.io
- Effects of deleting an Aircall numbersupport.aircall.io
Check current terms
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Official sources, explained calculations and clearly labelled examples. Read about our methodology and use of AI in writing.