We transcribe customer calls with Whisper, how long do I keep them?
A call transcript is personal data under GDPR. Without a retention rule the pile grows unintentionally.
Try this first
- 1Set the purpose: a note for one appointment, or training and quality? Purpose drives how long you may keep it.
- 2Call note: typically 30-90 days after entry in CRM. Then delete, not 'just in case' forever.
- 3For training/quality: anonymise (names and companies out) and longer retention is on the table, but that is a separate file.
- 4Tell customers the call is being transcribed before you start. 'For quality and training' is not enough, it must be clear that AI is involved.
- 5Set the retention as a rule in your storage (SharePoint, S3, Drive). Manual cleanup, everyone forgets.
When to bring us in
On a data leak or a customer requesting deletion, you want to know where things sit. Unclear? Call us before you answer, not after.
See also
- Can I paste a customer file or email into ChatGPT?Depends on the account and settings. Free ChatGPT and a Team tenant behave very differently from what most people assume.
- I want a one-page AI policy for my teamA real one-pager beats a thick document nobody reads. Four headers and concrete examples.
- How do I tell if an AI answer is made up?Models sound confident even when they are wrong. A few habits catch most mistakes.
None of the above fits?
Describe your situation below. We pass your input plus the steps you already saw to our AI and return tailored next-step advice. If it's too risky to DIY, we'll say so.
Or skip the DIY entirely
Our Managed IT clients do not look these things up. One point of contact, a fixed monthly price, resolved within working hours.