Call Recording, Transcripts & Data Retention
This page describes how whoza.ai handles call data. It is not legal advice. Recording obligations vary by purpose, sector and lawful basis, and what follows is a statement of how Whoza operates — not a statement of what any business must do.
How whoza.ai handles call data
Audio recording: Calls answered by our AI agents are not recorded. Audio is never stored anywhere in the stack. A written transcript is generated for quality and service delivery purposes.
Transcript visibility: Transcripts and call notes are visible in your dashboard for 30 days, then removed from the dashboard.
Backend archive: A backend archive of transcripts and metadata is retained for 90 days for billing and dispute resolution.
Earlier deletion: Earlier deletion of transcripts, metadata and caller contact records is available on request. A deletion certificate is provided on request.
Retention Schedule
Exact retention periods per data class. Every figure below is drawn from our Privacy Policy or Trust Centre.
| Data class | What it is | Retention period | Notes |
|---|---|---|---|
| Audio recordings | Call audio | Not stored | Audio is never stored anywhere in the stack. |
| Dashboard transcripts | Transcripts and call notes visible in your dashboard | 30 days | Removed from dashboard after 30 days. |
| Backend archive | Transcripts and metadata for billing and dispute resolution | 90 days | Retained in backend archive for billing and dispute resolution. |
| Caller contact records | Phone number, name, known details for recognising returning callers | Account active + dispute window | Separate data class with its own lawful basis. |
| Business profile data | Your business details, preferences and settings | Subscription duration + 6 months | Retained for 6 months after cancellation. |
| Payment records | Invoice and payment history | 7 years | UK tax regulations. |
The Trade-Off: What You Give Up Without Audio
Choosing a transcript-only architecture means you cannot listen back to a disputed call. You cannot use recordings for staff training or quality assurance. A transcript is a reconstruction of the conversation — useful, searchable, and delivered instantly to your WhatsApp — but it is not the call itself.
What you get instead: a complete text record of every conversation, flagged by urgency, with caller details, job type, postcode and estimated value, delivered to your WhatsApp within 3 seconds of the call ending. For dispute resolution, the 90-day backend archive preserves transcript and metadata. For most trade businesses, the speed of capture and the absence of audio storage risk outweigh the inability to replay a call.
Questions Worth Asking Any Provider
If you are comparing call-handling services, the following questions are worth asking regardless of which provider you choose:
- Is audio recorded, and if so, for how long is it retained?
- Where is call data stored, and what jurisdiction governs it?
- Can I request early deletion of transcripts or metadata?
- What happens to my data if I cancel the service?
- Is a deletion certificate available?
The area is governed by UK GDPR, the Data Protection Act 2018 and PECR. These regimes set out what is permitted and what is required in different circumstances. If you need certainty about your own legal position, you should take advice from a solicitor or the ICO.
Frequently Asked Questions
Does whoza.ai record phone calls?
No. Calls answered by our AI agents are not recorded. A written transcript is generated for quality and service delivery purposes. Audio is never stored anywhere in the stack. Callers are notified at the beginning of each call that they are speaking with an AI assistant.
How long are call transcripts kept?
Transcripts and call notes are visible in your dashboard for 30 days, then removed from the dashboard. A backend archive of transcripts and metadata is retained for 90 days for billing and dispute resolution. Earlier deletion is available on request.
What happens to my data if I cancel?
Business profile data is retained for the duration of your subscription plus 6 months after cancellation. Caller contact records are retained while your account is active plus the dispute window. Payment records are retained for 7 years in accordance with UK tax regulations. You can request export of all caller data in CSV format within 7 days, or deletion within 30 days of account closure. A deletion certificate is provided on request.
Can I get my data deleted early?
Yes. Earlier deletion of transcripts, metadata and caller contact records is available on request. We provide a deletion certificate on request.
Source Documents
Not legal advice. This page describes how whoza.ai operates. It does not constitute legal advice, and it does not state what any business must do under UK GDPR, the Data Protection Act 2018, PECR or any other regime. Recording obligations depend on your specific circumstances. If you need legal certainty, consult a solicitor or contact the ICO.