Retention and Deletion Policy
This English version is provided for users outside Türkiye. For users in Türkiye, the Turkish version prevails if the two differ.
This Policy has been prepared by mayAssistant under Article 7 of KVKK and the Turkish Regulation on the Erasure, Destruction or Anonymisation of Personal Data. It also sets out the storage periods referred to in our Privacy Policy (Article 13(2)(a) GDPR).
1. Scope
All personal data processed as part of the mayAssistant service: account data, audio and video recordings, transcripts, summaries, usage and invoice records, and transaction security records.
2. Retention periods
| Type of data | Retention period | Basis |
|---|---|---|
| Account data (name, email) | As long as the account is open | Contract + possible disputes |
| Raw audio / video recordings | On Pro, up to 2 years from the recording date; on Free trial accounts, 3 months. When moving from Pro to Free, 30 days of extra time are given. When the period ends, recordings are destroyed automatically by a job that runs every night; during the 30 days before destruction a notice is shown on the meeting's detail screen. The user can delete them earlier. | Performance of the Service + data minimisation |
| Transcripts and summaries | Until the user deletes them (no time limit; they remain even after the audio recording is destroyed); destroyed when the account is closed | Performance of the Service |
| Invoice and accounting records | 10 years | Turkish Tax Procedure Law Art. 253, Turkish Commercial Code Art. 82 |
| Transaction security / audit logs (IP, session) | 2 years | Legitimate interest + Turkish Law No. 5651 |
| Technical processing logs (debugging: inputs and outputs of processing steps; may contain transcript fragments) | 14 days; deleted automatically when the period ends. Visible only to an authorised administrator. | Legitimate interest (security of the Service and fixing errors) |
| Commercial message consent records | 3 years from the withdrawal of consent | Turkish Law No. 6563 and its Regulation |
3. Methods of destruction
- Erasure: irreversible deletion (DELETE) of database records, and cyclical removal from backups.
- Destruction: permanent removal of audio / video files from storage.
- Anonymisation: for aggregate usage data used for statistics, the link to the individual is removed.
4. Deletion at the user's request
Deleting a meeting: when a user deletes a meeting, its audio and video recording, transcript, summary and the tasks derived from it are deleted immediately and permanently; this cannot be undone. Deleted data is removed cyclically from backups within 30 days at the latest.
Deleting the account: users can delete their account themselves in the app under Settings › Account › Delete account. Deletion takes place immediately after it is confirmed with a code sent by email: account data, audio and video recordings, transcripts, summaries, tasks, and email and calendar connections are deleted from the server, and permissions granted for connected calendars are revoked. Deleted data is removed cyclically from backups within 30 days at the latest. Transaction security / audit logs are kept for the period in section 2.
Other deletion requests are sent to info@mayassistant.com and concluded within 30 days at the latest (for users in the EU, within one month). Data subject to a statutory retention obligation (for example invoice records) cannot be deleted on request; in that case the person concerned is told the reason.