Records management software data terms
0 of 5 records management software vendors whose terms we read reserve the right to use their customers' data in aggregated or anonymised form, read 28 October 2026.
Vendor keeps aggregated or anonymised use
Who owns the business's data
Training AI on the business's data
Export at exit
The full board, one vendor per row
One vendor to a row. Expand an answer for its source sentence, word for word, plus the document and the read date; "not stated" means that document does not cover the question.
| Vendor | Who owns the business's data | Vendor keeps aggregated or anonymised use | Training AI on the business's data | Export at exit |
|---|---|---|---|---|
| Access | the business | not statedNot addressed in Service terms and conditions Not addressed in Software services terms of use | will not train | on request |
| DOCUS Cloud | the business | not statedNot addressed in DOCUS Cloud terms | not statedNot addressed in DOCUS Cloud terms | not statedNot addressed in DOCUS Cloud terms |
| Iron Mountain | not statedNot addressed in Records management glossary | not statedNot addressed in Records management glossary | not statedNot addressed in Records management glossary | on request |
| Preservica | the business | not statedNot addressed in Starter terms and conditions (US) Not addressed in Starter free terms (worldwide) | not statedNot addressed in Starter terms and conditions (US) Not addressed in Starter free terms (worldwide) | not statedNot addressed in Starter terms and conditions (US) Not addressed in Starter free terms (worldwide) |
| RecordPoint | the business | not statedNot addressed in Platform Terms of Service | not statedNot addressed in Platform Terms of Service | not statedNot addressed in Platform Terms of Service |
Each answer in its source's own words (28 quotes)
- Access, Service terms and conditions, read 2026-10-28, Who owns the business's data:
it is the owner or legal custodian of all Records and has full authority, without any restrictions, to store and make decisions regarding Services to said Records
- Access, Service terms and conditions, read 2026-10-28, Vendor keeps aggregated or anonymised use: Not addressed: the document read on 2026-10-28 (36,565 characters) is silent on this.
- Access, Service terms and conditions, read 2026-10-28, Training AI on the business's data:
In its deployment of AI, CLIENT Records will not be copied, exported, exposed to any other client or to any third-party, or saved in any readable or usable form.
- Access, Service terms and conditions, read 2026-10-28, Export at exit:
Said notice shall advise whether CLIENT will pick up its Records or request ACCESS to deliver same, together with a delivery address if applicable.
- Access, Software services terms of use, read 2026-10-28, Who owns the business's data:
it is the owner or legal custodian of all Records and has full authority, without any restrictions, to store and make decisions regarding Services to said Records
- Access, Software services terms of use, read 2026-10-28, Vendor keeps aggregated or anonymised use: Not addressed: the document read on 2026-10-28 (35,936 characters) is silent on this.
- Access, Software services terms of use, read 2026-10-28, Training AI on the business's data:
In its deployment of AI, CLIENT Records will not be copied, exported, exposed to any other client or to any third-party, or saved in any readable or usable form.
- Access, Software services terms of use, read 2026-10-28, Export at exit:
Said notice shall advise whether CLIENT will pick up its Records or request ACCESS to deliver same, together with a delivery address if applicable.
- DOCUS Cloud, DOCUS Cloud terms, read 2026-10-28, Who owns the business's data:
All records, documents, templates, customer records, and workflows created or uploaded by the user within DOCUS Cloud remain the exclusive property of the customer.
- DOCUS Cloud, DOCUS Cloud terms, read 2026-10-28, Vendor keeps aggregated or anonymised use: Not addressed: the document read on 2026-10-28 (2,763 characters) is silent on this.
- DOCUS Cloud, DOCUS Cloud terms, read 2026-10-28, Training AI on the business's data: Not addressed: the document read on 2026-10-28 (2,763 characters) is silent on this.
- DOCUS Cloud, DOCUS Cloud terms, read 2026-10-28, Export at exit: Not addressed: the document read on 2026-10-28 (2,763 characters) is silent on this.
- Iron Mountain, Records management glossary, read 2026-10-28, Who owns the business's data: Not addressed: the document read on 2026-10-28 (39,102 characters) is silent on this.
- Iron Mountain, Records management glossary, read 2026-10-28, Vendor keeps aggregated or anonymised use: Not addressed: the document read on 2026-10-28 (39,102 characters) is silent on this.
- Iron Mountain, Records management glossary, read 2026-10-28, Training AI on the business's data: Not addressed: the document read on 2026-10-28 (39,102 characters) is silent on this.
- Iron Mountain, Records management glossary, read 2026-10-28, Export at exit:
For Permanent Withdrawal, Handling Charges include the process of consolidating all Deposits
- Preservica, Starter terms and conditions (US), read 2026-10-28, Who owns the business's data:
The Client warrants that it owns, is a licensee of or has the legal right to use, all rights, title and interest in and to all of the Client Data
- Preservica, Starter terms and conditions (US), read 2026-10-28, Vendor keeps aggregated or anonymised use: Not addressed: the document read on 2026-10-28 (45,445 characters) is silent on this.
- Preservica, Starter terms and conditions (US), read 2026-10-28, Training AI on the business's data: Not addressed: the document read on 2026-10-28 (45,445 characters) is silent on this.
- Preservica, Starter terms and conditions (US), read 2026-10-28, Export at exit: Not addressed: the document read on 2026-10-28 (45,445 characters) is silent on this.
- Preservica, Starter free terms (worldwide), read 2026-10-28, Who owns the business's data:
The Client warrants that it owns, is a licensee of or has the legal right to use, all rights, title and interest in and to all of the Client Data
- Preservica, Starter free terms (worldwide), read 2026-10-28, Vendor keeps aggregated or anonymised use: Not addressed: the document read on 2026-10-28 (43,508 characters) is silent on this.
- Preservica, Starter free terms (worldwide), read 2026-10-28, Training AI on the business's data: Not addressed: the document read on 2026-10-28 (43,508 characters) is silent on this.
- Preservica, Starter free terms (worldwide), read 2026-10-28, Export at exit: Not addressed: the document read on 2026-10-28 (43,508 characters) is silent on this.
- RecordPoint, Platform Terms of Service, read 2026-10-28, Who owns the business's data:
You maintain ownership of your data that you upload to the Service for which you grant us a license under clause 8.2.
- RecordPoint, Platform Terms of Service, read 2026-10-28, Vendor keeps aggregated or anonymised use: Not addressed: the document read on 2026-10-28 (36,356 characters) is silent on this.
- RecordPoint, Platform Terms of Service, read 2026-10-28, Training AI on the business's data: Not addressed: the document read on 2026-10-28 (36,356 characters) is silent on this.
- RecordPoint, Platform Terms of Service, read 2026-10-28, Export at exit: Not addressed: the document read on 2026-10-28 (36,356 characters) is silent on this.
Set aside after reading
12 named documents were read and left out because they are not what this board covers; each reason is below. They are counted, never answered.
- Restore Information Management: a service page about Restore's records storage; it states no term about a customer's records
- OpenText, agreement templates and schedules: the index of OpenText's agreement templates; no clause about a customer's content is in the text
- OpenText, software licensing: OpenText's software licensing overview; no clause about a customer's content is in the text
- Microsoft Purview, records management: Microsoft Purview product documentation on records features, not a contract term about a customer's data
- Microsoft Purview, retention policies and labels: Microsoft Purview product documentation on records features, not a contract term about a customer's data
- Microsoft Purview, disposition of content: Microsoft Purview product documentation on records features, not a contract term about a customer's data
- Microsoft Purview, data lifecycle and records management: Microsoft Purview product documentation on records features, not a contract term about a customer's data
- RecordPoint, data protection and collection policy: the policy describes RecordPoint's role as processor; it answers none of the board's four questions
- RecordPoint Platform Service Description: the service description covers features and availability; it answers none of the board's four questions
- M-Files Cloud: a product page about M-Files Cloud; it states no contract term about ownership, use or exit
- Objective Corporation, legal documents: Objective's legal index lists document downloads; no clause is in the text
- TWM Solicitors, storage and retrieval terms: the stored read is the firm's general site page (practice areas and client reviews); its storage terms are not in the text
How this was built
Each vendor's own published terms were read through estate-fetch and stored whole (sha256 on every row).
For every document, four questions were answered from the vendor's own words: who owns the business's data, vendor keeps aggregated or anonymised use, training AI on the business's data, export at exit.
Every stated answer carries the sentence it rests on, checked against the stored text; 'not stated' means the document read does not address the question.
A vendor with several documents reads 'varies' where they disagree.
5 vendors, 7 documents.
Where we looked (19)
- Access, service terms and conditions (quoted for reporting from the vendor's published terms)
- Access, software services terms of use (quoted for reporting from the vendor's published terms)
- Iron Mountain, records management glossary (quoted for reporting from the vendor's published terms)
- Restore Information Management (read, set aside)
- OpenText, agreement templates and schedules (read, set aside)
- OpenText, software licensing (read, set aside)
- Microsoft Purview, records management (read, set aside)
- Microsoft Purview, retention policies and labels (read, set aside)
- Microsoft Purview, disposition of content (read, set aside)
- Microsoft Purview, data lifecycle and records management (read, set aside)
- RecordPoint Platform Terms of Service (quoted for reporting from the vendor's published terms)
- RecordPoint, data protection and collection policy (read, set aside)
- RecordPoint Platform Service Description (read, set aside)
- Preservica Starter terms and conditions (US) (quoted for reporting from the vendor's published terms)
- Preservica Starter free terms (worldwide) (quoted for reporting from the vendor's published terms)
- M-Files Cloud (read, set aside)
- Objective Corporation, legal documents (read, set aside)
- TWM Solicitors, storage and retrieval terms (read, set aside)
- DOCUS Cloud, terms (quoted for reporting from the vendor's published terms)
Quote this figure or put it on your site
0 of 5 records management software vendors whose terms we read reserve the right to use their customers' data in aggregated or anonymised form, read 28 October 2026.
Who owns the business's data, by vendor: the business 4 of 5, not stated 1 of 5 (records management software terms, read 28 October 2026).
Vendor keeps aggregated or anonymised use, by vendor: not stated 5 of 5 (records management software terms, read 28 October 2026).
Training AI on the business's data, by vendor: not stated 4 of 5, will not train 1 of 5 (records management software terms, read 28 October 2026).
Export at exit, by vendor: not stated 3 of 5, on request 2 of 5 (records management software terms, read 28 October 2026).
To cite: "Records management software data terms", updated 2026-10-28, https://sellcompanyrecordstoai.com/datasets/records-management-software-data-terms/.
Download as CSV (28 answers; derived 2026-10-28)