Data retention

Information kept with your account

• Source information. The mail, calendar, attachment and linked-file content Closive has retrieved for your work, including basic information about messages that have not been fully reviewed.
• Your Closive history. Conversations, tracking instructions, preferences, meeting notes, tracked items, prepared drafts and guides, corrections and records of actions you approve. Saved supporting context, search instructions and progress help Closive continue work. Private investigation records include search terms, source identifiers and which passages were read; they do not keep a second copy of message bodies or unselected search-preview text. Private diagnostic history also retains brief AI-written explanations of decisions, supporting facts, assumptions and uncertainty, together with references used to investigate problems. These explanations can mention personal facts from your task context; they are not hidden model reasoning.
• AI usage records. Usage measurements, request times and service information used to estimate cost. These records do not contain your messages or generated answers.

These records are kept while your account remains active. Completing or discarding an item, stopping a topic or removing access does not erase existing history. Information does not automatically expire just because the original email or event is old.

Your Google authorization is kept until you disconnect Google or delete your account. Optional permissions can be enabled later without deleting your existing work.

When you prepare a forwarded email, Closive saves the selected original as an email attachment, including its headers, formatting, embedded images and attachments. This copy stays with the prepared draft until account deletion, so the message you approve is the message sent.

When you reuse individual Gmail attachments or supported Drive files in a draft, Closive saves private copies for up to seven days from capture, whether unused, removed or sent. Expired files cannot be sent. Cleanup runs while your account is processing and resumes after a pause. Filenames, source references and approval history remain with your drafts. Earlier bytes may remain in recovery copies for their recovery lifetime; account-deletion rules apply to those copies too. Viewing formatted original emails does not create a retained raw-message archive.

Before you are invited

When an uninvited user signs in, we save their Google account identity, name, email and request dates so we can contact them about access. We do not save their Google access credentials or sync their mail, calendar or files. The interest record is removed when their Closive account is created or they ask us to withdraw it. Withdrawn interest is removed from remaining recovery copies within 90 days. Any support emails and recovery copies follow the periods described here and in our Privacy policy.

Live call records

If you use live calls, Closive keeps timestamped transcripts, call records and task results with your account history until account deletion. It does not save raw call audio. OpenAI receives the live audio, including any nearby speech, and supplied conversation context. Disabling session storage does not promise zero provider retention. If provider closure cannot be confirmed, Closive records that uncertainty and limits cleanup retries; account deletion does not prove immediate deletion or finalization at the provider.

Recordings and unfinished notes

Closive does not store uploaded voice recordings after transcription. Submitted text becomes part of your Closive history. Live transcription sends audio to a speech provider while you record, even before you submit the resulting text to Closive.

Unfinished meeting debrief notes are saved on the device where you enter them for seven days after their last save. Expired drafts are removed when you next use the app. They are removed sooner after successful submission, confirmed discard or sign-out. These drafts are not synced to your Closive account or used for follow-through until you submit them; using voice still involves transcription by a speech provider.

Short-lived service records

• Web sign-ins last up to 30 days. Signing out ends that sign-in immediately.
• Application logs are currently kept for seven days by our hosting provider. We do not intentionally log mail bodies, file contents, AI conversation content, passwords or access credentials.
• Recovery backups are used to restore the service. We remove account data from our remaining recovery backups within 90 days of account deletion.

iPhone notification records

Device push tokens, installation identifiers and notification preferences are kept for the life of your account. Signing out or allowing the sign-in to expire stops delivery to that registration. Delivery records contain alert text (including titles and statuses for scheduled tasks) and navigation identifiers; they are removed after 30 days when notification processing next runs. Account deletion removes these records, subject to the recovery-copy deletion period above.

Document image reading

Embedded document images and rendered PDF pages stay in memory for one bounded reading task. Closive does not create a persistent image cache or save these image bytes in audit logs. Temporary Google image links are not retained or sent to the AI model. Findings and source citations saved in answers follow the normal retention of those answers. The AI provider processes images under the same provider retention terms described below.

Public research

Public search results are read during a bounded preparation task. Facts and source links included in saved answers follow the same account-lifetime retention as those answers. Research diagnostics may retain query terms, purpose and source links. Our search provider receives minimal public queries and applies its own service retention controls; deleting Closive does not immediately delete records held by the search provider.

Public page text and links are held in a bounded cache for the preparation task. Saved findings and citations follow the retention of their answers. Research diagnostics may retain requested and returned URLs, purpose, retrieval times and page offsets. Visited websites apply their own logging and retention policies; deleting your Closive account does not delete those websites' request records.

Google document changes

Document drafts, captured edit context, approval and execution records, and links to completed Google files follow your profile’s retention and account-deletion rules. Files created or edited in Google Drive remain in your Google account after you delete your Closive account. Delete those files in Google Drive if desired. Disconnecting Google prevents further access; it does not remove existing files.

Third-party processing and retention

AI, speech and other service providers process information needed to operate Closive. Their retention follows the applicable service terms and account controls, including any security, abuse-prevention or legal retention. Closive not storing a recording does not mean the speech provider keeps no copy. We do not promise zero retention by every provider or immediate deletion of all provider records when you delete Closive.

You can contact us for details about the providers and retention controls currently used for your account. Emails you send and events you create or update through Closive also remain in the relevant services and may be held by recipients. Deleting Closive does not delete those copies.

Disconnecting and deleting

Signing out does not stop background sync. Disconnecting Google stops future processing while preserving your Closive history; reconnect to use it again. We keep non-secret capability preferences until account deletion to offer your previous choices on reconnect. They contain no credentials and do not authorize access. Account and privacy in the web and iPhone app lets you disconnect, withdraw AI-processing consent, or request account deletion. For export or help, email manpreet@closive.ai from your account address.

An authenticated deletion request immediately blocks processing, sign-ins and push. We remove active account data and confirm by email within 7 days. If Google revocation fails, processing stays stopped while we retry. We retain only protected information needed to finish cleanup and a minimal deletion record to prevent old sign-ins or recovery copies from restoring deleted data. Recovery copies are removed within 90 days of the request. Sign out on your devices to remove any unfinished local meeting notes; account deletion cannot immediately clear storage on an offline device.

Related policy

Read the Privacy policy for what Closive accesses, why it uses it and how your information is shared.