Delete Your Data — Meetings

This page explains how to have your data deleted from Meetings, the app listed on Google Play as Meetings by TechXcel and published by Qorelink Pty Ltd, trading as TechXcel, of Australia. It covers both the iPhone app and the Android app, which offer the same deletion routes.

Meetings records meetings on your phone and delivers them to your organisation’s workspace on TechXcel’s business AI platform for transcription and summaries. Because your organisation controls its workspace and TechXcel operates it on your organisation’s behalf, deletion happens in three places: on your phone, in your organisation’s workspace, and in the small amount of information TechXcel receives directly. The steps below cover all three. For the full picture of what the app collects, see the Meetings privacy policy.

How to ask for your data to be deleted

You can also delete most things yourself, immediately, without asking anyone. The steps below set out every route.

1. Delete recordings yourself, on your phone. Open Settings → Storage & uploads → View all recordings. On iPhone, press and hold a recording; on Android, tap the More actions button on the recording. Choose Delete and confirm. This removes that recording’s audio and its saved details from your phone immediately. You can do this at any time, for any recording, without asking anyone. It does not remove anything from your organisation’s workspace: a copy already uploaded is not affected, and an upload already under way may still reach your organisation. Use step 2 to remove that copy. To remove the app’s data from your phone, uninstall the app; on iPhone, copies may remain in backups made before you uninstalled it, so see Uninstalling below.
2. Delete recordings yourself, in your organisation’s workspace. Sign in to your organisation’s workspace in a web browser, open Meetings, find the recording and delete it. Every user can delete the recordings they made: there is nothing to switch on, and no one to ask. Deleting a recording there removes the recording, its transcript, its AI summaries and other outputs, its speaker details and any sharing you set up, deletes the audio and the files made from it, and deletes the transcription job at Microsoft’s speech service. What can remain for a limited period afterwards is set out below.
3. Email privacy@techxcel.au for anything else. Use this for support requests and automatic error reports, tenant-discovery logs, your user record in the workspace, and anything you cannot delete yourself. Include:
   • your name;
   • the email address you sign in to Meetings with;
   • your organisation’s name, or its Microsoft tenant ID if you know it;
   • what you want deleted.
   We acknowledge your request, delete what TechXcel holds directly, and, for information held in your organisation’s workspace, act with your organisation to have it deleted. We confirm to you in writing what has been deleted, usually within 30 days.
4. Ask your organisation’s IT administrator about access, and about recordings that are not yours. Your organisation controls its workspace and decides who can see recordings in it. Your administrator can remove your access to Meetings, and can help with a recording made by someone else. An administrator cannot delete another person’s recording for them: in the workspace, a recording is deleted by the person who made it, or by whoever set up the meeting it belongs to (step 2), and otherwise by TechXcel on your organisation’s instruction (step 3).

What is deleted and what is kept

Deletion means different things in each of the three places, and some copies remain for a limited period afterwards. This section sets out what is deleted, what is kept, and for how long.

On your phone

• Recorded audio — deleted. Once a recording has been uploaded and your organisation’s workspace has finished processing it, the app deletes the audio from your phone automatically after the period set under Settings → Storage & uploads → Auto-delete after sync: 1, 7, 14 or 30 days, or Never (keep the audio until you delete it yourself). The default is 30 days, on both iPhone and Android. The app checks at start-up, and on Android about once a day in the background, so audio is removed at the next check and can go a little past the period — on iPhone, not until you next open the app. Audio that has not been uploaded, is still being processed, or failed to upload or process is never deleted automatically, whatever the setting. You can delete any recording yourself at any time (step 1).
• The recording’s entry in the recordings list — kept until you delete the recording. Automatic deletion removes only the audio. The entry, including the meeting title, times and attendee names and email addresses, stays in the recordings list until you delete the recording. Deleting the recording removes the entry as well.
• Activity log — kept. The log at Settings → Diagnostics → Logs keeps its entries after you delete a recording and after you sign out. On Android the app keeps the most recent 200 entries and removes older ones automatically. The log is removed only by uninstalling the app.
• What signing out clears. Your Microsoft sign-in tokens, the cached organisation details and branding, scheduled meeting reminders and, on Android, the saved record of your workspace account. Recordings, their saved details, the activity log and your preferences are not deleted. On iPhone, the record of your account stays in the iOS keychain, which iOS manages separately from the app.
• Uninstalling. On Android, the app’s data is excluded from Android cloud backup and device-to-device transfer, and uninstalling removes all of it from your phone. On iPhone, uninstalling removes the app’s recordings, database and preferences, but the app does not exclude them from iPhone backups, so copies may remain in backups made before you uninstalled it. Signing out before uninstalling removes the sign-in tokens from the keychain, but not the account record.

Signing out, and stopping using the app, delete nothing. Signing out clears the items listed above, but it does not delete your recordings, their saved meeting and attendee details, the activity log or your preferences, and it deletes nothing in your organisation’s workspace. Anyone who signs in to the app next on the same phone can see, play and export recordings left on it. Before someone else uses the app on your phone, delete your recordings as in step 1, or uninstall the app.

In your organisation’s workspace

Deleting a recording in the workspace removes it from the workspace’s database and deletes its files from storage. Some copies remain for a limited period afterwards:

• The recording, its transcript, its AI outputs, its speaker details and any sharing — deleted. They are removed from the workspace’s database when the recording is deleted.
• The audio file and the files made from it — deleted, with a retained copy for up to 90 days. They are deleted from Microsoft Azure storage when the recording is deleted. Azure keeps a retained copy so that a file deleted by mistake can be recovered; that copy is removed automatically, and no more than 90 days after the recording was uploaded to the workspace.
• Database backups — up to 35 days. Copies of the workspace’s database can remain in its backups for up to 35 days, until those backups expire.
• The meeting entry itself — kept. Deleting a recording does not remove the meeting it belongs to. The meeting’s title, start and end time and organiser stay in the workspace. Email privacy@techxcel.au if you want that removed as well, and we will remove it with your organisation’s agreement (step 3).
• Support requests and their screenshots — kept until you ask us to delete them. These are held in the workspace. There is no way to delete a support request in the app or in the workspace, so email privacy@techxcel.au and we will remove it from the workspace and from the support queue (step 3). Screenshots you attach are never copied out of the workspace.
• Transcription. Microsoft’s speech service holds a copy of the audio while it transcribes it, for about 24 hours. Deleting the recording also deletes its transcription job at that service.

Until a recording is deleted, the workspace keeps it. Your organisation decides how long recordings, transcripts and meeting details are kept as its own record of its meetings; the workspace does not delete them automatically, and TechXcel holds them on your organisation’s instructions.

Held by TechXcel

• Support requests and automatic error reports — kept until you ask us to delete them. TechXcel tracks these as issues in GitHub, a software development service, stored in the United States. They carry the reporter’s email address, a label identifying the organisation, the message and the app and device details described in the privacy policy. They are kept for as long as TechXcel needs them to support the service and track problems; they are not deleted automatically after a set period. Email privacy@techxcel.au to have them deleted sooner (step 3).
• Tenant-discovery request logs — deleted automatically after 90 days. When the app looks up your organisation’s workspace address, the request is logged for operational purposes. The logs can include your organisation’s Microsoft tenant ID, the result of the request, the time and, as with any web service, the IP address the request came from. They carry no sign-in token, and none of your name, email address, recordings or calendar. They are kept for 90 days and are then deleted automatically. You can ask us to delete them sooner (step 3).

Your Meetings account

There is no separate Meetings account to close. You sign in with your organisation’s Microsoft 365 work account, and your organisation’s workspace holds a user record with your name, email address and Microsoft account ID.

Your organisation’s IT administrator can remove your access to Meetings, which stops you using the app. That does not delete the user record, and the workspace has no feature that deletes one. If you want your user record deleted, email privacy@techxcel.au (step 3): we will remove it from the workspace with your organisation’s agreement and confirm the outcome to you. What is kept after deletion in the workspace is set out above.

Questions and complaints

For privacy queries and requests, email privacy@techxcel.au. For help using the app, email support@techxcel.au.

If you have a concern about how your information has been handled, contact us at privacy@techxcel.au first. We will acknowledge your complaint within 5 business days, investigate it, and respond to you in writing with the outcome and what we will do about it, usually within 30 days. If you are not satisfied with it, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

More information

The Meetings privacy policy sets out what the app collects, where that information goes, who can access it and how long it is kept. Sections 6, 8 and 9 of the policy cover retention, your controls and deletion in full.