Echory Data Register

Last updated: 21.05.2026 | URL: https://echoryflow.com/data-register

This register describes the data structures, formats, and exportability of all Customer Data stored within the Echory Software-as-a-Service platform, in compliance with Articles 25 and 26 of the EU Data Act (Regulation (EU) 2023/2854).

1. Exportable Data Categories

The following Customer Data and digital assets constitute "Exportable Data" under Art. 2(34) of the Data Act and will be transferred upon a valid provider-switching or data-portability request.

Category Format Scope & Technical Fields Included
Meeting Records JSON All meetings within the active Subscription Term. Includes metadata and core fields from the meetings table: id, title, customer, owner, type, culture_tone, timezone, date, start_time, end_time, status, and created_at/updated_at.
Note: Soft-deleted records (deleted_at) are included if within the term.
Meeting Transcripts JSON Speaker-labeled, timestamped audio transcript segments (one structured JSON array per meeting from the meeting_transcripts table).
Post-Meeting Reviews & AI Insights JSON All generated meeting summaries, deep synthesis payloads, and structured insights from the meeting_insights table: meeting_id, title, content (insight JSON), react_status, and created_at.
Next Best Action (NBA) History JSON Full prompt and action JSON payloads per meeting from the meeting_next_prompts table (meeting_id, content, react_status, created_at).
User Account Data CSV Profile metadata from the users table: id, name, email, email_verified_at, provider (social auth), and created_at.
Uploaded Files ZIP Original source files uploaded by the Customer for analysis or document processing, provided they are still actively stored within the platform.
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Security Notice: To maintain infrastructure integrity and user security, hashed passwords, active session tokens, and OAuth credentials are strictly excluded from all data exports.

2. Non-Exportable Data & Exemptions

The following items are specific to the internal functioning, architecture, and intellectual property of the Echory platform. They are classified as trade secrets or security-sensitive data and are exempt from the switching export obligation:

  • Proprietary AI Architecture: AI agent system prompts, instruction sets, and Echory's proprietary meeting intelligence model weights.
  • Internal Vector Space: Similarity-checker embeddings, NBA internal scoring vectors, and internal vector representations.
  • Platform Indexes: OpenAI Vector Store indexes built from customer files (the original source files are fully transferable; the generated index structure is not).
  • Transient & Security Data: Application session data (sessions table), background job payloads (jobs table), and volatile cache structures (cache table).
  • Analytics: Aggregated, anonymized platform metrics and telemetry that are not customer-specific.

3. Technical Specifications & Transfer Standards

  • Encoding & Standards: JSON files are UTF-8 encoded and compliant with RFC 8259. User account data CSV files comply with RFC 4180.
  • Packaging: All exportable files are consolidated into a single compressed ZIP archive.
  • Delivery Method: Secure transmission via a temporary HTTPS download link (Signed URL), strictly valid for 72 hours from the time of issuance.

4. Known Continuity Risks When Switching

When migrating data from Echory to a third-party destination system, the Customer should carefully evaluate the following continuity constraints:

  1. AI Model Behavior: Destination platforms utilize different Large Language Models (LLMs) or distinct prompting strategies. Consequently, the quality, formatting, and behavioral patterns of recommendations or summaries may differ from Echory's native outputs.
  2. Anonymized Speaker Labels: Echory’s transcript JSON uses standardized, raw engine speaker labels (e.g., speaker_0, speaker_1). They do not contain mapped real names. Destination systems may require manual re-mapping.
  3. Vector Re-Indexing: While original customer-uploaded files are delivered in their raw format, the destination provider must independently re-index these files to rebuild any retrieval-augmented generation (RAG) capabilities.

5. The Provider-Switching Procedure

To initiate an export, please submit a formal switching request in accordance with Section 4 of your Data Act Addendum (DAA) to: data@echoryflow.com.

1

Submit Valid Request

Customer submits a formally valid switching request via the designated legal or data privacy email channel.

2
Within 2 Business Days

Receipt & Timeline Confirmation

Echory reviews the request, verifies the authorization of the requesting entity, and confirms the processing timeline.

3
Target: 5 Business Days

Data Preparation & Transition

Echory's infrastructure triggers the data extraction pipeline, compiling all exportable categories into the secure ZIP package. The overall contract transition period spans up to 30 days.

4
72-Hour Link Validity

Secure Delivery

Echory delivers a secure, time-limited HTTPS signed URL to the authorized recipient. The download window expires automatically after 72 hours.

5
30-Day Retention

Receipt Confirmation & Deletion

Following successful customer download, Echory retains the archive for a safety period of 30 days to handle extraction queries, after which the data is permanently purged in alignment with DPA deletion routines.