Configuring Data Retention in the Admin Dashboard

Organization admins have granular control over how long different types of data are stored in Tenor, configurable by content type.

Where to Find the Settings

1. Log in as an Organization Admin
2. Go to the Admin Dashboard
3. Click on the Data Retention tab

How Data Retention Works

Retention settings apply across multiple content types.

Admins can configure retention separately for:

• Roleplay Conversations
• Coaching Sessions
• Meetings

Retention is configured by duration.

Admins choose how long data is stored, and this can be set independently for different data types.

For example:

• Roleplay transcripts can have one retention period
• Roleplay audio can have a different retention period
• Meeting transcripts can have yet another

Granular Control by Data Type

Admins can configure retention for each of the following:

• Roleplay Conversations — Transcripts, Audio Recordings, Feedback
• Coaching Sessions — Transcripts
• Meetings — Transcripts, Meeting Notes, Feedback

Each of these can have a different retention period.

Retention Period Options

Depending on the data type, you can choose from:

• 1 Day (minimum for transcripts)
• 30 / 90 / 180 days
• 1 / 2 / 3 / 5 / 7 years
• Forever

For Roleplay audio recordings only, you may also select:

• None (audio is not saved at all)

What Happens When Data Expires?

When data reaches the end of its retention period:

• If all configured retention periods for that session (for example, transcripts, audio, feedback, etc.) have expired, the session is fully deleted and it will no longer appear anywhere in the app.
• If one or more retention periods for that session are still active but a specific type of data (for example, the transcript) has expired, the session will still appear in the app — but users will see a message such as:

“Transcript no longer available due to your organization’s data retention policies.”

This message helps users understand why certain data is no longer available.

Important: Short Retention Periods for Roleplays

If you set Roleplay transcripts or audio to a very short retention period (e.g., 1 Day), you’ll see a warning:

“Disabling transcript data retention means that users cannot look back on a roleplay session after it’s completed. We highly recommend setting this to at least 30 days.”

Short retention periods may significantly limit a user’s ability to review past sessions and reduce long-term coaching value.

💡 Note:

• Updates to retention settings apply to both future and existing sessions. If a retention period is shortened, existing data older than the new period will be deleted according to the updated policy.
• Tenor AI Coach retains the minimum data required to function properly, subject to your organization’s configured retention policies.
• Expired data may still be retained for up to 30 days in system backups, depending on the exact timing of those backup processes.
• We recommend reviewing your Data Retention settings regularly to ensure they align with your organization's compliance and coaching goals.