Everything your agents record, hear and learn belongs to your organisation. You can read it, export it, and delete it — and nothing arrives in it without your say-so.
What we store
For each call: a recording (where you've enabled recording — it's optional, per agent, with a per-number override), stored encrypted; a transcript; and a data feed of what the agent actually did — the tools it called and what came back. Bookings made by your agents live in polite.ai's own booking record, which is what the agent reads back to callers. Knowledge bases hold the text extracted from your crawled pages and uploaded PDFs. Billing keeps a ledger of every wallet movement.
Credentials you store — API keys on an agent, a private site's crawl login — are write-only: saved encrypted, used where you pointed them, and never readable back out of the dashboard.
How long we keep it
Call history follows your plan: 90 days on Starter, 6 months on Pro, 1 year on Scale — see Plans & limits. Knowledge content stays until you delete it: removing a knowledge base purges its pages, documents and stored files permanently.
Website crawling: consent first
We only crawl a site when someone authorised ticks I'm authorised to have this site crawled — at signup for your own site, or on Knowledge → Add knowledge base afterwards. Without consent the base shows Consent withheld and is never crawled. Public crawls respect robots.txt.
To revoke, delete the knowledge base — the crawled content is purged and the site isn't crawled again. There's also an org-wide emergency toggle on the Knowledge page that instantly stops every agent using knowledge — see Knowledge bases and Website knowledge.
Connected Google and Microsoft accounts
An admin connects the account once, at organisation level; we store a refresh token so nobody is re-asked. Agents never receive that credential — they get narrow, admin-approved tools, and the AI never browses your calendar or mailbox. A booking agent sees only the offerable slots your policy computes — never your events or free/busy detail — plus a recognised caller's name and its own booking confirmations. Contacts are only ever created, never edited or deleted.
Two further protections: connected-account tools only run on approved AI model providers with clear no-training commitments, and Integrations → Disconnect deletes the stored tokens. polite.ai's use of raw or derived user data received from Workspace APIs adheres to the Google User Data Policy, including the Limited Use requirements.
Getting your data out
You own your agent definitions, prompts, call logs, transcripts and recordings, and can export them from the dashboard and the API:
- Calls → Export CSV — your call history for any range; see Finding calls. Transcripts and recordings are read per-call in the call drawer.
- Usage → Export — raw metered usage as CSV; see Usage analytics.
- Download config on any team or agent — the full configuration as JSON; see Open source & no lock-in.
Questions or requests
For anything this page doesn't answer — deletion requests, closing a workspace, or a security concern — email support@aplisay.com.