Copilot automatically deletes call recordings based on a configurable retention period. Admins can set a custom retention period between 30 days and 3 years. If no retention policy is configured, Copilot applies a default maximum of 3 years.
Important: Only audio and video recordings are deleted when the retention period expires. Transcripts and AI-generated insights—including topics, analytics, and summaries—are retained.
What gets deleted and what is retained
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Data type
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After retention period
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Recordings (audio + video)
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Deleted (recoverable for 30 days)
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Transcripts and AI insights (topics, summaries, analytics)
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Deleted, unless set to "Never Delete". Must be retained at least as long as recordings.
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Gametapes and shared snippets
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Deleted
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Things to Note: You can configure the deletion policy to retain Gametapes and shared snippets even after the parent calls are deleted.
When is data deleted?
Calls are reviewed against your deletion policy once per day. Any call that has exceeded your configured retention period is marked for deletion. Once marked, deletion occurs within 48 hours.
Example: If your retention period is 30 days and today is day 30, your content is marked for deletion today and deleted within the next 48 hours.
What types of calls does this policy apply to?
The retention policy applies to all call types, including:
- Video calls (Zoom, Microsoft Teams, Google Meet)
- Dialer calls (Dialpad, Aircall, Salesloft)
- Dialer calls imported from Groove
- Uploaded calls
- Calls migrated from a previous conversation intelligence platform during account setup
How is call date determined?
Each call has an associated call date and/or meeting date. For uploaded calls, this date is set manually at the time of upload. For dialer calls and migrated calls, the original call date is preserved when the calls are loaded into Copilot.
Admin setup
Data Retention is an org-wide setting. To configure it, you must have a Copilot Admin role with Permission scope: Call data retention = Full access.
Note: The retention policy indicates when Clari Copilot begins deleting data going forward.
- Go to Workspace Settings > Data Retention in the left nav.
- Toggle on the data retention policy.
- Choose the retention duration.
- Confirm and save your changes.
The policy takes effect immediately. Call data is deleted on a daily rolling basis; it may take up to a few days for existing out-of-range calls to be purged.
Frequently asked questions
What is the maximum retention period?
The maximum retention period is 3 years. Admins can configure any duration from 30 days up to 3 years in Workspace Settings. The previous 5-year option is no longer available for new configurations.
What happens if no retention policy is configured?
If no retention policy is set, Copilot applies a default maximum of 3 years for audio and video recordings. Transcripts and AI-generated insights remain available regardless.
Will I be notified before my recordings are deleted?
Yes. A warning banner appears on the call review page 30 days before a recording is scheduled for deletion. The banner confirms that audio and video will be removed in accordance with your organization's retention policy, and that transcript and AI-generated insights will not be affected. This is your window to create a Gametape or share a snippet if you want to preserve the call at full fidelity.
What does the call review page look like after recordings are deleted?
The call review page remains accessible. The video player is replaced by a transcript-first layout, with chapters on the left, the full transcript in the center, and AI insights on the right. A banner confirms the recording was deleted per your organization's data retention policy. All transcript-based features—search, AI insights, smart summaries, action items—continue to work normally. Audio and video playback are no longer available.
Will AI features stop working once recordings are deleted?
No. Copilot's AI features rely on transcripts and metadata, not recordings. All AI-generated insights, analytics, and summaries remain available after recordings are deleted.
Can I export recordings before they are deleted?
Yes. You can export recordings via the Copilot API before the retention deadline.
If you want to save older recordings:
Please export any audio or video files older than 3 years before September 15, 2026 using these 2 ways:
- Using REST APIs: How to Export Call Videos
- Using Copilot UI: Go to Default filters > Apply the filter “Calls nearing retention period” > Download the CSV sheet and find links to download Audio/Video files
Figure 1: Calls Nearing retention limit download option
If you want a shorter retention period less than 3 years:
Your Admin can configure a custom retention period ranging from 30 days to 3 years in your Workspace Settings. You can now set retention limits for Recording media (Audio/Video), Transcripts & AI Insights and Gametapes/Shared snippets individually.
Figure 2: Data Retention Setting configured to 3 years
If you do not take action, the 3-year default will be applied automatically on the date above. If your existing retention period is already set to less than 3 years, it will remain unchanged, and no further action is required on your part.
See How to use Copilot APIs for instructions. For assistance with API calls, please reach out to your Customer Success Manager or submit a support ticket.
What retention setup is recommended for compliance-focused organizations?
Set your recording retention (audio and video) to a shorter period — long enough to support day-to-day coaching and dispute resolution, short enough to limit the privacy and storage exposure of raw media. Set transcripts and AI insights to a longer period, or leave them set to never delete, since the derived text retains the analytical value of the call without holding identifiable voice or video data.
For calls that matter beyond the recording window — key discovery calls, objection handling examples, deal-defining moments — promote them to a Gametape or share a snippet before the recording expires. Gametapes have their own independent retention period (up to 3 years), so important media is preserved at full fidelity while routine calls age out on a shorter schedule.
Will historical reporting and analytics be affected?
No. Because transcripts and metadata are retained, historical analytics, reporting, and AI insights continue to function. Only media playback (audio/video) will be unavailable after the retention period expires.
How does this policy compare to industry standards?
Most conversation intelligence platforms retain call media between 1 and 3 years while keeping transcripts available for longer-term analytics and AI use. Copilot's policy aligns with these practices.
