What protects your data today
- File versions: files you upload or import keep prior versions for 90 days, so an overwritten or deleted file can be restored within that window.
- Rebuildable service: our code, database schemas and the template for each data store are kept in version control, so the service and an empty data store can be rebuilt from them.
- Provider infrastructure: our hosting, database and storage providers run redundant infrastructure, and file storage is encrypted at rest.
- Data at its source: email, calendar, contacts and files you connect from services like Google or Microsoft stay with that service and can be synced again. Content you create only in Smart Manager, such as memory, notes and conversations, exists only here.
What isn't in place yet
- Scheduled database backups: databases, including your data store, have no scheduled backups or exports of our own. If a database were lost or corrupted today, we would depend on our database provider's recovery capabilities, and some content might not be recoverable.
- A recent restore test: restore scripts and a written runbook exist, but our latest attempt to prove a full restore was blocked. A restore into isolated recovery targets is still owed.
- A separate backup copy: there is no backup held apart from production systems.
- Settings as code: some storage settings, including file versioning, are applied by script rather than managed as code.
Recovery targets
These are the recovery times (RTO) and the maximum windows of data loss (RPO) we are working toward. They are targets, not commitments, and none has been tested. The database targets can't be met until scheduled backups exist.
| Component | Target recovery time | Target data loss window |
|---|---|---|
| Website and appPages, APIs and sign-in flows | 2 hours | Not applicable: holds no customer data |
| Control planeAccount identity, routing and billing records | 4 hours | 1 hour |
| Your data storeConversations, memory, documents, mail, calendar and contacts | 8 hours for the first accounts, 24 hours for all accounts | 1 hour |
| File storageUploaded and imported files, generated media, exports | 8 hours | 1 hour |
| Background jobsSync, imports and scheduled work | 4 hours | 1 hour |
Website and app
Pages, APIs and sign-in flows
- Target recovery time
- 2 hours
- Target data loss window
- Not applicable: holds no customer data
Control plane
Account identity, routing and billing records
- Target recovery time
- 4 hours
- Target data loss window
- 1 hour
Your data store
Conversations, memory, documents, mail, calendar and contacts
- Target recovery time
- 8 hours for the first accounts, 24 hours for all accounts
- Target data loss window
- 1 hour
File storage
Uploaded and imported files, generated media, exports
- Target recovery time
- 8 hours
- Target data loss window
- 1 hour
Background jobs
Sync, imports and scheduled work
- Target recovery time
- 4 hours
- Target data loss window
- 1 hour
Targets only. None has been tested.
How we would recover
- Assess: confirm what failed and which accounts are affected.
- Communicate: tell affected customers what happened and what to expect.
- Restore the service: redeploy the app from version control, then restore the control plane.
- Restore data: rebuild affected data stores from their template, restore content from the most recent copy available, and restore files from their stored versions.
- Verify: check each restored account before reopening it, and record anything that was lost.
- Review: write up what happened and fix what allowed it.
What you can do
- Keep originals of files you can't recreate in their source, such as your connected drive.
- Download copies of documents that matter to you. You can request a full export of your account at any time by emailing jonathan@smartmanager.ai.
- Tell us about problems as soon as you notice them.
What we're working on
- Scheduled, encrypted backups of the control plane and every data store, held separately from production.
- A full restore test into isolated targets, repeated on a regular schedule.
- Storage and infrastructure settings managed as code.
We'll update this page, and our legal updates, as each item lands.