Data security, retention, deletion and export

Last updated: October 12, 2026

This article answers the questions firms ask about where their data lives, how long it is kept, how to delete it, and how to get it out.

AdvisoryAI processes your client data on your firm's behalf. Your firm is the data controller and AdvisoryAI is the data processor, and your back office system stays the system of record. That split shapes every answer below.

Before you begin

Know who in your firm owns data protection and compliance. Several answers here depend on your own policies rather than on AdvisoryAI.
Have your account manager's details to hand for anything that needs an agreement, such as a due-diligence pack under NDA.
For deletion or export requests, gather the client names or IDs involved and the date range.

Where is our data stored and how secure is it?

Recording and transcription are processed on AdvisoryAI's AWS servers in London, and a full due-diligence pack is available under NDA.

The due-diligence pack runs to around 32 documents and sets out the certifications, encryption, backup locations and controls your IT or compliance team will want to see. System architecture, QA and regression, and model-iteration documentation are available on request alongside it. Ask your account manager, or email support@advisoryai.com, to start the NDA.

The Outlook calendar integration reads your calendar only, and a permissions breakdown is available for IT teams on request.

What AI models power the platform, and is it your own?

Each product runs its own multi-step pipeline that uses more than one model, chosen for the task in hand, rather than a single proprietary model.

Different models have different strengths, so the model used depends on the function being performed. US spelling is mapped to British English in the output layer. Written answers for vendor management are provided on request through your account manager.

Does the system learn from our data, and could our templates reach other firms?

No. Your edits are not learned from in the background, and your templates and data are never used to shape another firm's output.

Each firm's templates are an isolated project. Edits you make inside the platform are not remembered, so the reliable ways to change future output are report feedback, a marked-up example sent to the team, and your firm's Dictionary. Central model updates fix errors that recur across firms without using any one firm's content. A template is never shared with another firm without your permission.

When the team builds a new template for you, it works on a separate copy, and every template is its own set of instructions, logic and formatting, so the template you use every day is unaffected while work continues in the background.

Do we need to anonymise examples before sending them to you?

No. The platform terms and data agreement cover personal client data, so you can send examples as they are.

Many firms send live examples. If your policy prefers it, a separate agreement can be drafted, and for secure transfer the team can set up a shared drive limited to one or two named people on each side, or be added to a folder in your own SharePoint.

How long is our data kept?

Transcripts are retained for 12 months. Clients, documents and reports stay until you delete them.

Deleting a client or a document is permanent after a 30-day recovery window, so download anything you need first. Deleting a client removes that client's meetings and reports with it. To leave a document out of a report without losing it, untick it in the report rather than deleting it.

There is no setting that deletes meeting data on a schedule. If you want data removed after a set period, delete the clients concerned from the Clients page, or send a formal deletion request as below. Keeping history is what lets Atlas answer questions about past meetings, so delete deliberately.

Please note: which records your firm must keep, and for how long, is a question for your compliance function. AdvisoryAI is not your system of record, so save final fact finds, suitability letters and reports to your back office system.

How do we request deletion?

Email support@advisoryai.com with the clients or date range to delete, and ask for written confirmation.

List the client IDs or names, or the date range, and whether you want recordings, transcripts, documents or whole client records removed.
Send the request to support@advisoryai.com. The mailbox is monitored by several people with ticketing, so it does not wait on one person being in the office.
Formal deletion requests are honoured within about three days, and a deletion confirmation is provided on request.

Can we export our data?

Yes. Each client's transcripts and documents can be downloaded from the client record, and bulk exports are handled by the team on request.

For a handful of clients, open each client record and download the saved transcripts and documents. For a whole firm, email support@advisoryai.com with what you need and the period. Bulk export is manual: a full year of transcripts has been delivered before as a CSV, and bulk audio is a large job with a text transcript fallback.

If you are leaving the platform, you can choose to have everything wiped, or to leave the data in place so that Atlas still has the history if you return. If you need meeting notes whose transcripts are past the 12-month retention point, email support@advisoryai.com with the client and the meeting dates; the team checks what is still held for those meetings and includes it in the export.

Should AdvisoryAI be our document store?

No. Keep your back office system as the source of truth and save final documents there.

Documents you upload are saved against the client so you can reuse them across reports, which is a convenience rather than an archive. Your back office system is what you would point a regulator to. See Atlas documents: uploads saved to the client.

A colleague is away and we need their recording or notes

Recordings are only ever available to the adviser who owns the meeting, so email support@advisoryai.com with the adviser's name, the meeting date and the client; the team checks what has been generated for that meeting and replies with how a colleague can read it.

Nobody at AdvisoryAI can open the recording on your behalf, which is why the team works from what has been generated. Where a meeting note already exists, a Paraplanner or Paraplanner+ can read it through the client record or Atlas without any change to the account; see Licences and Roles Explained.

Also asked

How do reports stay compliant, and how do regulatory changes get into templates?

Compliance comes from your firm's own templates, which the platform follows as written, and your compliance function owns the standard.

When your templates are ingested, their structure is preserved, so a report carries the sections and wording your compliance process has already signed off. Standard compliance wording such as risk warnings and health warnings is hard-coded into the template rather than generated each time, and Colin, the compliance checker, can check each suitability report before it goes out. When fees or regulation change, template updates are covered for the life of the relationship on paid templates, but the change does not reach the template on its own: email support@advisoryai.com with what has changed and the team updates the template. There is no automatic update cadence for regulatory changes, so keep your templates inside your own review process.

Do we nominate an internal champion or do you run the initial training?

Either works, and the two go together: get everyone on the platform first, then book one group session after a couple of weeks.

An internal champion is useful for day-to-day questions, but the team recommends training people directly rather than cascading it through one person, because the questions people bring after two weeks of real use are the ones a session answers best. In the meantime, the AdvisoryAI logo in the bottom right opens the support centre, where the chat searches the help articles and hands over to a person if the answer is not there. See Training, support and trying the platform safely.

Can we arrange a meeting with a specialist to learn more about the features and benefits of AdvisoryAI?

Yes. Email support@advisoryai.com with what you want to cover and who will attend, and the team books the call with the right person.

Sessions are arranged by the team rather than booked from the platform, because the right person depends on the topic: your account manager for licences and agreements, a product specialist for features. Free open webinars also run fortnightly to weekly with a feature demo and open questions, and the recordings are shared afterwards.

Can the system stop an adviser reaching suitability if they have not completed the required prior steps?

Not today. The platform does not block a suitability report when earlier steps are missing.

Workflows that enforce process order are in development, with no date to give, because the main development focus at the moment is Emma. For now the gate sits in your own process. If you want a specific check enforced, email support@advisoryai.com with the steps that must be complete before suitability, so it is logged against the workflows work.

My meeting this morning has not pulled through even though I accepted the bot, should it be on my dashboard?

Check Meetings in the left-hand menu, then Past meetings. A meeting can take a while to load through after it ends.

If it is still missing when earlier meetings are there, email support@advisoryai.com with the meeting date and time, the client and the calendar invite; the team checks whether the bot joined and was admitted, and replies with the status of the recording. Admitting the bot from the waiting room is a separate step from accepting the invite, and if the bot never appeared, Invite Now on the Meetings page sends a new one within a minute. See Why didn't Evie join my meeting, or why did it drop out?.

Is AdvisoryAI meant to replace the other tools I use alongside it, or sit between them?

It covers the meeting, report and client-query work in one place, while your back office system stays the system of record.

Evie covers meetings, notes, fact finds and email summaries; Emma covers suitability reports, reviews and LOA packs; Atlas answers questions across everything held for a client. The firms that get the most from it do three things early: complete the document classifier form so Emma is trained on their input documents, invest time in templates in the first weeks, and have everyone trained directly rather than cascaded through one person.

Do you have a plan to offer an API?

There is no API today, and no date for one.

A connector that exposes an organisation's AdvisoryAI data to its own tooling is in development. Until then, Atlas is the way to query what is held for you, and transcripts and documents can be downloaded from each client record or exported in bulk on request, as above. Email support@advisoryai.com with what you would pull or push and from which system; the team logs it against that work and tells you whether an existing integration already covers it.

Next steps

Agree internally what you keep in AdvisoryAI and what goes to your back office system, then tell the team if you want a periodic deletion.
Ask your account manager for the due-diligence pack if your compliance team has not reviewed it yet.

Need a document for your files? Open AdvisoryAI to download from a client record, or email support@advisoryai.com for a bulk export.