Custom Data Retention Policies

Custom Data Retention Policies

Overview

Custom Data Retention Policies allow you to control how long data is stored in Garba before it is automatically deleted.

This helps your organization:

• Align with internal data governance policies

• Meet compliance and security requirements

• Reduce long-term storage of sensitive information

Once deleted, data cannot be recovered.

What You Can Control

Retention policies can be configured based on:

• Data type (Meetings / Calls, Email, or All)

• Team scope (specific teams or all teams)

• Retention period (e.g., 3 months)

• Deletion level for meeting data

Creating a Data Retention Policy

Step 1: Name Your Policy

Enter a clear, descriptive name.
Example: Standard 90-day retention

Step 2: Select Data Type

Choose what the policy applies to:

• All

• Meetings / Calls

• Email

Step 3: Choose Scope

Select whether the policy applies to:

• All Teams, or

• A specific team within your workspace

Step 4: Set the Retention Period

Define how long the selected data should be stored.

Example:
3 Months

After this period, the selected data will be automatically deleted.

Meeting-Specific Deletion Settings

If the policy applies to Meetings / Calls, you can choose what meeting data should be deleted once the retention period is reached:

Option 1: Delete video & audio data

• Removes the recording

• Keeps the summary and transcript

Option 2: Delete video & audio data & transcript

• Removes the recording

• Removes the transcript

• Keeps the summary only

Option 3: Delete everything

• Removes audio/video recording

• Removes transcript

• Removes summary

Note: Metadata such as meeting title or sales-performance-related metrics is always retained.

This gives you flexibility to balance compliance needs with reporting and performance tracking requirements.

Step 5: Confirm & Save

Before saving, you must confirm:

I understand that deleted data cannot be recovered and confirm this policy configuration.

Once confirmed, click Save Policy to activate the retention rule.

Important Notes

• Retention policies apply automatically once saved.

• Deleted data is permanently removed and cannot be restored.

• Policies only apply to the selected data types and teams.

• Metadata (e.g., meeting title and related performance metrics) is always retained.

• Multiple policies can be configured for different teams or use cases.

Best Practices

• Align retention settings with your internal compliance policies.

• Use more restrictive deletion options for highly sensitive teams.

• Clearly name policies to reflect their purpose and scope.

If you need assistance defining the right retention structure for your organization, contact support or your Garba account manager.