Site records can end up in a dispute years later, so SiteMinutes is careful with them: nothing is removed without you asking, and a recording is never thrown away by the recorder.
Where your data is kept
| What | Where |
|---|---|
| Projects, meetings, agendas, people, attendance, actions, CIs, pins and minutes | The SiteMinutes database. Everyone in your company sees the same projects on every device they sign in on. |
| Plans, documents and meeting photos | The project's storage, so colleagues can open them too |
| Your recording, while you make it | In the browser on the device you record on, until the minutes are created |
The SiteMinutes database and storage are hosted in Frankfurt, Germany (EU). Each company can only see its own data.
Your personal space
Meetings in your personal workspace are kept the same way, in folders instead of projects, and only you can see them. They never become part of a company's data. See Your personal space.
What happens to the recording
- While you record, the audio is saved in the browser every few seconds, in parts of 5 minutes.
- When you press Create minutes, a temporary copy of the audio is uploaded and transcribed. That copy is deleted as soon as the minutes are written, and within 7 days at most.
- When the minutes are ready, the recording is removed from the browser too. The transcript stays with the meeting.
So until the minutes are created:
- Create them on the same device and browser you recorded on.
- Don't clear the browser's website data, and don't record in a private (incognito) window.
Want to keep the audio itself? Record with another app as well, or keep the file you uploaded with Upload a recording.
Nothing is removed without asking
- The recorder has no delete button. Pause and Done always keep the audio.
- When you remove a photo, a plan or a document, SiteMinutes asks first, and the file stays in storage.
- Actions, contract instructions and pins are records. Deleting one removes it for good, which is why SiteMinutes asks first and suggests marking it Closed or Cancelled instead.
- Deleting a project removes it, with its meetings, minutes and registers, for everyone in your company. SiteMinutes asks first.
Keep a copy of the minutes
For each meeting you want to keep safe, press View PDF (then Share / Save) on the meeting page and file the PDF with the project. Send to all also leaves a copy in every recipient's inbox.
Your SiteMinutes account
Your account holds your name, e-mail address, your company membership and your support conversations. SiteMinutes support staff can see account details so they can help with your tickets.
For the full picture, see the Privacy Policy and the Data Retention & Deletion Policy. To close your account or ask what we hold about you, open a support ticket under Account & sign-in, or e-mail help@siteminutes.com (opens in a new tab).