> For the complete documentation index, see [llms.txt](https://help.ringtonic.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.ringtonic.app/guides/data-retention.md).

# Data Retention

Ring Tonic keeps your call and form records for a set period based on your plan. Before anything is ever removed, we warn you well in advance, give you a grace period, and let you download a full copy of your data. This guide explains how it works and how to save a copy of your records.

<figure><img src="https://2905537093-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FXSbXRgC7knjpaMCHwuKc%2Fuploads%2FRfVUwKYkcMtkBu3cJfBR%2FXnapper-2026-09-02-12.06.32.png?alt=media&amp;token=b7960d3a-7397-4601-8d68-415a8f848ff8" alt=""><figcaption><p>The Data Retention page under Settings, showing your retention window and the Download my data option</p></figcaption></figure>

{% hint style="info" %}
Your **aggregated analytics stay intact.** Retention only removes older individual call and form **records** — your historical totals, charts, and reports keep working as before.
{% endhint %}

***

## How long your records are kept

Your **retention window** is how far back your individual call and form records are stored. It's set by your plan:

| Plan      | Retention window    |
| --------- | ------------------- |
| Indie     | 180 days (6 months) |
| SEO Utils | 180 days (6 months) |
| Agency    | 365 days (1 year)   |

Once a record is older than your retention window, it becomes eligible for removal (after the notice period below).

### Get a longer window

On **Indie** or **SEO Utils** (180 days), you can keep your records for a full year by moving to the **Agency** plan. Look for the **Upgrade to Agency** option in two places — it takes you straight to the plans page:

* On the **Data Retention** page, right under your retention window.
* On the **deletion‑warning banner**, so you can extend your window the moment records are scheduled for removal.

<figure><img src="https://2905537093-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FXSbXRgC7knjpaMCHwuKc%2Fuploads%2FFKoMQ2gHZQShnRt8TEsc%2FXnapper-2026-09-02-13.10.14.png?alt=media&amp;token=46dba051-9add-4bb2-bb31-13933d7f55ec" alt=""><figcaption><p>The "Upgrade to Agency for a full year" button on the Data Retention page (Indie plan)</p></figcaption></figure>

<figure><img src="https://2905537093-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FXSbXRgC7knjpaMCHwuKc%2Fuploads%2FRKMz6rAXAoNLkeNgq1qg%2FXnapper-2026-09-02-13.08.56.png?alt=media&amp;token=7e88f919-b68d-425c-843d-f3e86293df54" alt=""><figcaption><p>The "Upgrade to Agency" link on the deletion-warning banner</p></figcaption></figure>

{% hint style="info" %}
Only the workspace owner sees the upgrade option, since changing plans is a billing action. Agency workspaces already have the longest window, so the option doesn't appear for them.
{% endhint %}

### What "records" means here

* ✅ **Kept — your aggregated analytics.** Totals, trends, and the charts in your [Analytics](/guides/analytics.md) reports remain accurate for all time. Only the underlying individual rows age out.
* ✅ **Kept — your call recordings.** If you use [external storage](/guides/aws-s3-external-storage.md), recordings live in your own storage bucket and are **never** touched by retention.
* ❌ **Removed after the window — older individual records.** The detailed call and form‑submission entries (and their transcripts) beyond your retention window.

{% hint style="warning" %}
Removal is **permanent** — once older records are deleted they cannot be recovered. That's why we always warn you first and let you download a copy.
{% endhint %}

***

## You're always warned first

Nothing is removed silently. When some of your records first become old enough to be eligible, Ring Tonic gives you notice in two ways and then waits out a grace period.

{% stepper %}
{% step %}

#### Email notice

The workspace owner receives an email listing the date range and number of records that will be removed, and the exact date they'll be deleted.
{% endstep %}

{% step %}

#### In‑app banner

A banner appears on your Dashboard for the owner, admins, and managers, with the same details and a link to the Data Retention page.

<figure><img src="https://2905537093-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FXSbXRgC7knjpaMCHwuKc%2Fuploads%2FRKMz6rAXAoNLkeNgq1qg%2FXnapper-2026-09-02-13.08.56.png?alt=media&amp;token=7e88f919-b68d-425c-843d-f3e86293df54" alt=""><figcaption><p>The Dashboard banner warning that older records are scheduled for deletion</p></figcaption></figure>
{% endstep %}

{% step %}

#### Grace period

You get at least **two weeks** between the notice and the deletion date. Use that time to download a copy if you want to keep the records.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
The banner and email tell you the earliest date affected and the exact **"Scheduled data deletion"** date, so there are no surprises.
{% endhint %}

***

## Download my data

You can download a full copy of your records at any time — you don't have to wait for a warning.

{% stepper %}
{% step %}

#### Open the Data Retention page

Go to **Settings → Data Retention**.
{% endstep %}

{% step %}

#### Click "Download my data"

Ring Tonic prepares your export in the background. The button shows the status while it's being generated.

<figure><img src="https://2905537093-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FXSbXRgC7knjpaMCHwuKc%2Fuploads%2FFKoMQ2gHZQShnRt8TEsc%2FXnapper-2026-09-02-13.10.14.png?alt=media&amp;token=46dba051-9add-4bb2-bb31-13933d7f55ec" alt="" width="563"><figcaption><p>The Download my data button and its live preparation status</p></figcaption></figure>
{% endstep %}

{% step %}

#### Download from the link

When it's ready, you'll get an email with a secure download link, and the page updates to **"Your export is ready."** The download is a ZIP file containing your **call records** and **form submissions** as CSV files.
{% endstep %}
{% endstepper %}

{% hint style="warning" %}
The download link expires after a set time (shown on the page), so save the file somewhere safe once you've downloaded it. You can always generate a fresh export.
{% endhint %}

{% hint style="info" %}
Only the **workspace owner** can export a workspace's data. Admins and managers will see the page and any warning, but the download option is reserved for the owner.
{% endhint %}

***

## Frequently asked questions

<details>

<summary>What happens to my analytics after old records are removed?</summary>

Your analytics stay accurate. Ring Tonic keeps the aggregated totals for every period, so your charts, trends, and reports continue to show your full history — only the individual raw entries beyond your retention window are removed.

</details>

<details>

<summary>Are my call recordings deleted?</summary>

No. Retention never touches call recordings. If you connect [external storage](/guides/aws-s3-external-storage.md), your recordings stay in your own bucket under your control.

</details>

<details>

<summary>What if I change my plan?</summary>

Your retention window follows your current plan.

* **Upgrading** to a longer window keeps records for longer going forward.
* **Downgrading** to a shorter window means records outside the new, shorter window become eligible for removal — and you'll get the same email + banner notice and grace period before anything is deleted.

</details>

<details>

<summary>Can I recover records after they're removed?</summary>

No — removal is permanent. Download a copy with **Download my data** before the scheduled deletion date if you need to keep the records.

</details>

***

## Best practices

* **Download a copy before the deadline.** If a warning appears, use **Download my data** before the scheduled deletion date.
* **Keep exports somewhere durable.** The download link expires — move the ZIP to your own storage once downloaded.
* **Watch the Dashboard banner.** Owners, admins, and managers all see it, so anyone on the team can act in time.