Legal
This policy defines how long Radiant Calls AI retains different categories of data, the basis for those retention periods, and the processes for deletion and disposal.
This Data Retention Policy applies to all personal and operational data stored within Radiant Calls systems, including data processed on behalf of business clients and their callers. It covers caller lead records, call transcripts, call metadata, system logs, and business client configuration data.
| Data Category | Retention Period | Rationale |
|---|---|---|
| Caller lead records | 12 months | Sufficient time for business follow-up while limiting unnecessary retention |
| Call transcripts | 12 months | Tied to the associated lead record; deleted together |
| Call metadata (non-personal) | 24 months | Operational, billing, and audit purposes |
| Application logs | 30 days | Hosting platform (Render) default; logs mask phone numbers |
| Error reports (Sentry) | 90 days | Sentry default retention; excludes full transcripts and phone numbers |
| Business client config data | Duration + 90 days | Retained for 90 days post-termination then securely deleted |
Radiant Calls will implement automated scheduled deletion jobs to purge records that have exceeded their retention period. Until automated deletion is fully implemented, manual deletion reviews will be conducted quarterly.
Callers or business clients may request deletion of specific records at any time by contacting Radiant Calls in writing. Verified deletion requests will be actioned within 30 days. Deletion of a lead record also deletes any associated transcript.
Upon termination of a business client account, all lead data associated with that tenant will be deleted within 90 days unless the client requests earlier deletion or data export.
Notwithstanding the retention periods above, data may be retained beyond the standard period where required by law, regulation, or active legal proceedings. Legal holds will be documented internally and lifted as soon as the legal requirement is satisfied.
Radiant Calls is committed to collecting only the data necessary to provide its service. The following minimisation practices are in place:
Data shared with third-party vendors (Vapi, Twilio, Supabase, Resend, Sentry) is subject to those vendors' own retention policies. Radiant Calls maintains data processing agreements with each vendor and will request deletion of Radiant Calls-related data upon account termination where permitted. Full details are available in our Vendor Data Processing Agreements.
This policy will be reviewed annually or following any significant change to Radiant Calls's data processing practices, applicable law, or vendor agreements.
Questions about this policy should be directed to:
Radiant Calls
Email: keshav@radiantcalls.com