Granola Data Handling

Granola Data Handling

Overview

Manage data export, retention policies, and regulatory compliance for Granola meeting data.

Prerequisites

• Granola admin access
• Understanding of data regulations (GDPR, CCPA)
• Export destination prepared

Data Types in Granola

Data Classification

Data Locations

Granola Data Storage
├── Cloud Storage (Primary)
│   ├── Notes & Summaries
│   ├── Transcripts
│   └── Metadata
├── Temporary Storage
│   ├── Audio (processing)
│   └── Upload queue
└── Local Cache (Device)
    ├── Recent notes
    └── App settings

Data Export

Individual Export

## Export Single Meeting

1. Open meeting in Granola
2. Click ... menu
3. Select "Export"
4. Choose format:
   - Markdown (.md)
   - PDF (.pdf)
   - Word (.docx)
   - JSON (full data)
5. Download file

Bulk Export

## Export All Data

1. Settings > Data > Export
2. Select "All Data"
3. Choose date range (optional)
4. Select format: JSON (recommended)
5. Confirm export request
6. Wait for email with download link
7. Download within 24 hours

Export Formats

Markdown Export

# Meeting Title

**Date:** January 6, 2025
**Duration:** 45 minutes
**Attendees:** Sarah Chen, Mike Johnson

## Summary
[AI-generated summary]

## Key Points
- [Point 1]
- [Point 2]

## Action Items
- [ ] Task 1 (@assignee, due: date)

## Transcript
[Full transcript if included]

JSON Export

{
  "export_version": "1.0",
  "export_date": "2025-01-06T15:00:00Z",
  "user": {
    "id": "user_123",
    "email": "user@company.com"
  },
  "meetings": [
    {
      "id": "note_abc123",
      "title": "Sprint Planning",
      "date": "2025-01-06",
      "start_time": "2025-01-06T14:00:00Z",
      "end_time": "2025-01-06T14:45:00Z",
      "attendees": [
        {"name": "Sarah Chen", "email": "sarah@company.com"}
      ],
      "summary": "Discussed Q1 priorities...",
      "transcript": "Full transcript text...",
      "action_items": [
        {"text": "Review PRs", "assignee": "mike", "due": "2025-01-08"}
      ],
      "created_at": "2025-01-06T14:46:00Z",
      "updated_at": "2025-01-06T15:00:00Z"
    }
  ]
}

Data Retention

Configure Retention Policy

## Retention Settings

Location: Settings > Privacy > Data Retention

Options:
1. Keep Forever (default)
   - All data retained indefinitely
   - User must manually delete

2. Time-Based Deletion
   - Notes: 30/60/90/365 days
   - Transcripts: 7/30/90 days
   - Audio: Immediately/7/30 days

3. Storage-Based
   - Delete oldest when quota reached
   - Archive to external before delete

Recommended Retention by Type

Retention Policy Template

# Company Retention Policy

Default:
  notes: 365 days
  transcripts: 90 days
  audio: delete_after_processing

By Workspace:
  HR:
    notes: 730 days  # 2 years (legal)
    transcripts: 30 days
    audio: delete_immediately

  Sales:
    notes: 365 days
    transcripts: 90 days  # CRM reference
    audio: 30 days

  Engineering:
    notes: 180 days
    transcripts: 7 days
    audio: delete_after_processing

GDPR Compliance

Rights Implementation

Subject Access Request (SAR)

## Handling SAR

1. Receive Request
   - Verify identity
   - Log request with timestamp

2. Locate Data
   - Search by email address
   - Include all workspaces
   - Check shared notes

3. Compile Response
   - Export user's data (JSON)
   - Include metadata
   - Document third-party sharing

4. Deliver Within 30 Days
   - Secure delivery method
   - Provide in readable format
   - Explain data categories

5. Document Completion
   - Log response date
   - Store proof of delivery

Data Deletion Request

## Right to Be Forgotten

1. Verify Identity
   - Email confirmation
   - Additional verification for sensitive data

2. Scope Deletion
   - All personal data
   - Shared notes (mark as deleted, retain structure)
   - Integration data (notify third parties)

3. Execute Deletion
   - Delete from primary storage
   - Delete from backups (within 30 days)
   - Revoke integrations

4. Confirm Completion
   - Notify requestor
   - Provide confirmation ID
   - Document process

DPA (Data Processing Agreement)

## DPA Checklist

Granola provides:
- [ ] Standard DPA template
- [ ] SCCs for international transfer
- [ ] Sub-processor list
- [ ] Security measures documentation
- [ ] Breach notification procedures

Company must:
- [ ] Sign DPA with Granola
- [ ] Update privacy policy
- [ ] Obtain consent for recording
- [ ] Train staff on procedures

CCPA Compliance

California Consumer Rights

Privacy Notice Requirements

## Meeting Recording Notice

Include in meeting invites:
"This meeting may be recorded using Granola AI
for note-taking purposes. By attending, you consent
to recording. Contact [email] with questions or
to request data access/deletion."

Data Security

Encryption Standards

Access Controls

## Data Access Matrix

| Role | Notes | Transcripts | Audio | Admin |
|------|-------|-------------|-------|-------|
| Owner | RWD | RWD | RD | Full |
| Admin | RW | RW | R | Limited |
| Member | RW | R | - | None |
| Viewer | R | - | - | None |

R = Read, W = Write, D = Delete

Archival Strategy

Long-Term Archive

## Archive Workflow

Monthly:
1. Export notes > 6 months old
2. Format: JSON (complete)
3. Store in company archive
4. Verify export integrity
5. Delete from Granola
6. Update archive index

Archive Storage:
- Primary: Google Cloud Storage
- Backup: AWS S3 Glacier
- Retention: 7 years

Archive Access

## Retrieving Archived Data

1. Search archive index
2. Locate in storage bucket
3. Download JSON file
4. Parse for required data
5. Re-import to Granola if needed

Resources

• Granola Privacy Policy
• Granola Security
• GDPR Documentation

Next Steps

Proceed to granola-enterprise-rbac for role-based access control.