NotesCentre is designed with data security and compliance in mind. Understanding how data is retained and protected helps you use the tool confidently and in line with your organisation's policies.
Data retention
By default, NotesCentre retains notes for 30 days from the date they were created. After this period, notes are deleted automatically and cannot be recovered.
The retention period applies to all note types — audio, text, uploaded files, and AI-generated summaries.
Administrators can adjust the retention period in Settings to match their organisation's data retention policy. See the Manage settings and administration article for steps.
Once a note is deleted — whether manually or automatically at the end of the retention period — it cannot be recovered.
⚠️ Warning: Make sure you download or transfer any notes you need to keep before the retention period expires. Deleted notes cannot be recovered.
Data security
NotesCentre processes and stores data in line with Access Group's security standards.
Data is processed in the primary region selected by your administrator. See the Manage settings and administration article for more information on region settings.
Audio recordings are transcribed and then discarded — only the transcript and AI-generated summary are retained.
Access to NotesCentre is controlled by user roles assigned in your organisation's Access Evo environment.
Your responsibilities
NotesCentre is a tool to support your documentation practice — the accuracy and appropriateness of the records you create remain your responsibility.
Always review AI-generated summaries before saving or sending them to another system.
Do not record conversations without the knowledge and consent of the people involved, in line with your organisation's recording policy.
Follow your organisation's data retention and information governance policies when deciding how long to keep notes in NotesCentre.
📌 Note: If you have questions about data security or compliance that are not covered here, contact your system administrator or your organisation's information governance lead.