twinmind-data-handling

TwinMind Data Handling

Overview

Data privacy, retention, and compliance procedures for TwinMind meeting transcriptions.

Prerequisites

• Understanding of GDPR/CCPA requirements
• TwinMind account with admin access
• Database access for data management
• Legal/compliance team consultation

Data Classification

Instructions

Step 1: Configure Data Retention Policies

// src/twinmind/compliance/retention.ts
export interface RetentionPolicy {
  transcripts: {
    defaultDays: number;
    maxDays: number;
    autoDelete: boolean;
  };
  summaries: {
    defaultDays: number;
    linkedToTranscript: boolean;  // Delete when transcript deleted
  };
  actionItems: {
    defaultDays: number;
    deleteOnComplete: boolean;
  };
  userProfiles: {
    retainAfterDeletion: number;  // Days to retain after user deletion
  };
}

const defaultRetentionPolicy: RetentionPolicy = {
  transcripts: {
    defaultDays: 90,
    maxDays: 365,
    autoDelete: true,
  },
  summaries: {
    defaultDays: 90,
    linkedToTranscript: true,
  },
  actionItems: {
    defaultDays: 180,
    deleteOnComplete: false,
  },
  userProfiles: {
    retainAfterDeletion: 30,
  },
};

export async function applyRetentionPolicy(policy: RetentionPolicy): Promise<void> {
  const client = getTwinMindClient();

  await client.patch('/settings/retention', {
    transcript_retention_days: policy.transcripts.defaultDays,
    auto_delete_enabled: policy.transcripts.autoDelete,
    cascade_delete_summaries: policy.summaries.linkedToTranscript,
  });

  console.log('Retention policy applied successfully');
}

// Cleanup job for expired data
export async function cleanupExpiredData(): Promise<{
  transcriptsDeleted: number;
  summariesDeleted: number;
  actionItemsDeleted: number;
}> {
  const client = getTwinMindClient();
  const policy = await getRetentionPolicy();

  const cutoffDate = new Date();
  cutoffDate.setDate(cutoffDate.getDate() - policy.transcripts.defaultDays);

  // Find and delete expired transcripts
  const expiredTranscripts = await client.get('/transcripts', {
    params: {
      created_before: cutoffDate.toISOString(),
      limit: 1000,
    },
  });

  let transcriptsDeleted = 0;
  for (const transcript of expiredTranscripts.data) {
    await client.delete(`/transcripts/${transcript.id}`);
    transcriptsDeleted++;
  }

  return {
    transcriptsDeleted,
    summariesDeleted: transcriptsDeleted,  // Cascaded
    actionItemsDeleted: 0,  // Handled separately
  };
}

Step 2: Implement PII Redaction

// src/twinmind/compliance/pii.ts
export interface PIIPattern {
  name: string;
  pattern: RegExp;
  replacement: string;
}

const defaultPIIPatterns: PIIPattern[] = [
  {
    name: 'SSN',
    pattern: /\b\d{3}-\d{2}-\d{4}\b/g,
    replacement: '[SSN REDACTED]',
  },
  {
    name: 'Credit Card',
    pattern: /\b\d{4}[\s-]?\d{4}[\s-]?\d{4}[\s-]?\d{4}\b/g,
    replacement: '[CARD REDACTED]',
  },
  {
    name: 'Email',
    pattern: /\b[A-Za-z0-9._%+-]+@[A-Za-z0-9.-]+\.[A-Z|a-z]{2,}\b/g,
    replacement: '[EMAIL REDACTED]',
  },
  {
    name: 'Phone',
    pattern: /\b(\+\d{1,2}\s?)?\(?\d{3}\)?[\s.-]?\d{3}[\s.-]?\d{4}\b/g,
    replacement: '[PHONE REDACTED]',
  },
  {
    name: 'IP Address',
    pattern: /\b\d{1,3}\.\d{1,3}\.\d{1,3}\.\d{1,3}\b/g,
    replacement: '[IP REDACTED]',
  },
];

export function redactPII(
  text: string,
  patterns: PIIPattern[] = defaultPIIPatterns
): {
  redactedText: string;
  redactions: Array<{ type: string; count: number }>;
} {
  let redactedText = text;
  const redactions: Array<{ type: string; count: number }> = [];

  for (const pattern of patterns) {
    const matches = text.match(pattern.pattern);
    if (matches && matches.length > 0) {
      redactedText = redactedText.replace(pattern.pattern, pattern.replacement);
      redactions.push({ type: pattern.name, count: matches.length });
    }
  }

  return { redactedText, redactions };
}

// Configure automatic PII redaction
export async function enablePIIRedaction(): Promise<void> {
  const client = getTwinMindClient();

  await client.patch('/settings/privacy', {
    redact_pii: true,
    pii_patterns: defaultPIIPatterns.map(p => ({
      name: p.name,
      pattern: p.pattern.source,
      flags: p.pattern.flags,
    })),
  });
}

Step 3: Implement GDPR Data Subject Requests

// src/twinmind/compliance/gdpr.ts
export interface DataSubjectRequest {
  type: 'access' | 'rectification' | 'erasure' | 'portability';
  subjectEmail: string;
  requestedAt: Date;
  deadline: Date;  // 30 days from request
  status: 'pending' | 'in_progress' | 'completed' | 'rejected';
}

export class GDPRHandler {
  private client = getTwinMindClient();

  // Right to Access (Article 15)
  async handleAccessRequest(email: string): Promise<{
    transcripts: any[];
    summaries: any[];
    actionItems: any[];
    profile: any;
  }> {
    // Find all data associated with email
    const [transcripts, profile] = await Promise.all([
      this.client.get('/transcripts', {
        params: { participant_email: email, limit: 1000 },
      }),
      this.client.get('/users', { params: { email } }),
    ]);

    // Get related summaries and action items
    const summaries = [];
    const actionItems = [];

    for (const transcript of transcripts.data) {
      const [summary, actions] = await Promise.all([
        this.client.get(`/transcripts/${transcript.id}/summary`).catch(() => null),
        this.client.get(`/transcripts/${transcript.id}/action-items`).catch(() => []),
      ]);
      if (summary) summaries.push(summary.data);
      actionItems.push(...(actions.data || []));
    }

    return {
      transcripts: transcripts.data,
      summaries,
      actionItems,
      profile: profile.data,
    };
  }

  // Right to Erasure (Article 17)
  async handleErasureRequest(email: string): Promise<{
    transcriptsDeleted: number;
    profileDeleted: boolean;
  }> {
    // Find all data
    const data = await this.handleAccessRequest(email);

    // Delete transcripts (cascades to summaries)
    let transcriptsDeleted = 0;
    for (const transcript of data.transcripts) {
      await this.client.delete(`/transcripts/${transcript.id}`);
      transcriptsDeleted++;
    }

    // Delete user profile
    if (data.profile?.id) {
      await this.client.delete(`/users/${data.profile.id}`);
    }

    return {
      transcriptsDeleted,
      profileDeleted: !!data.profile?.id,
    };
  }

  // Right to Data Portability (Article 20)
  async handlePortabilityRequest(email: string): Promise<Buffer> {
    const data = await this.handleAccessRequest(email);

    // Export in machine-readable format (JSON)
    const exportData = {
      exportedAt: new Date().toISOString(),
      subject: email,
      data: {
        profile: data.profile,
        transcripts: data.transcripts.map(t => ({
          id: t.id,
          title: t.title,
          text: t.text,
          duration_seconds: t.duration_seconds,
          language: t.language,
          created_at: t.created_at,
        })),
        summaries: data.summaries,
        actionItems: data.actionItems,
      },
    };

    return Buffer.from(JSON.stringify(exportData, null, 2));
  }

  // Log and track DSR
  async createDSR(request: Omit<DataSubjectRequest, 'deadline' | 'status'>): Promise<string> {
    const dsr: DataSubjectRequest = {
      ...request,
      deadline: new Date(Date.now() + 30 * 24 * 60 * 60 * 1000),  // 30 days
      status: 'pending',
    };

    // Store in database
    const result = await db.dataSubjectRequests.create(dsr);

    // Notify compliance team
    await notifyComplianceTeam({
      type: 'NEW_DSR',
      request: dsr,
    });

    return result.id;
  }
}

Step 4: Implement Consent Management

// src/twinmind/compliance/consent.ts
export interface ConsentRecord {
  userId: string;
  purposes: {
    transcription: boolean;
    aiProcessing: boolean;
    storage: boolean;
    sharing: boolean;
    marketing: boolean;
  };
  consentedAt: Date;
  method: 'explicit' | 'implied';
  ipAddress?: string;
  version: string;  // Consent policy version
}

export class ConsentManager {
  async recordConsent(
    userId: string,
    purposes: ConsentRecord['purposes'],
    method: 'explicit' | 'implied',
    ipAddress?: string
  ): Promise<void> {
    const record: ConsentRecord = {
      userId,
      purposes,
      consentedAt: new Date(),
      method,
      ipAddress,
      version: process.env.CONSENT_POLICY_VERSION || '1.0',
    };

    await db.consents.create(record);

    // Sync to TwinMind
    const client = getTwinMindClient();
    await client.patch(`/users/${userId}/consent`, {
      transcription: purposes.transcription,
      ai_processing: purposes.aiProcessing,
      storage: purposes.storage,
    });
  }

  async getConsent(userId: string): Promise<ConsentRecord | null> {
    return db.consents.findLatest({ userId });
  }

  async revokeConsent(userId: string, purposes: string[]): Promise<void> {
    const current = await this.getConsent(userId);

    if (!current) {
      throw new Error('No consent record found');
    }

    const updated = { ...current.purposes };
    for (const purpose of purposes) {
      updated[purpose as keyof typeof updated] = false;
    }

    await this.recordConsent(userId, updated, 'explicit');

    // If all consents revoked, trigger data deletion
    if (Object.values(updated).every(v => !v)) {
      const gdpr = new GDPRHandler();
      await gdpr.handleErasureRequest(userId);
    }
  }

  async checkConsent(userId: string, purpose: keyof ConsentRecord['purposes']): Promise<boolean> {
    const consent = await this.getConsent(userId);
    return consent?.purposes[purpose] ?? false;
  }
}

// Middleware to check consent before processing
export function requireConsent(purpose: keyof ConsentRecord['purposes']) {
  return async (req: Request, res: Response, next: NextFunction) => {
    const userId = req.user?.id;

    if (!userId) {
      return res.status(401).json({ error: 'Unauthorized' });
    }

    const consentManager = new ConsentManager();
    const hasConsent = await consentManager.checkConsent(userId, purpose);

    if (!hasConsent) {
      return res.status(403).json({
        error: 'Consent required',
        required_purpose: purpose,
        consent_url: '/settings/privacy',
      });
    }

    next();
  };
}

Step 5: Data Anonymization

// src/twinmind/compliance/anonymization.ts
import crypto from 'crypto';

export interface AnonymizationConfig {
  hashSalt: string;
  preserveStructure: boolean;
  preserveTimestamps: boolean;
}

export function anonymizeTranscript(
  transcript: Transcript,
  config: AnonymizationConfig
): Transcript {
  return {
    ...transcript,
    id: hashId(transcript.id, config.hashSalt),
    text: redactPII(transcript.text).redactedText,
    speakers: transcript.speakers?.map((speaker, index) => ({
      ...speaker,
      id: hashId(speaker.id, config.hashSalt),
      name: `Speaker ${index + 1}`,
    })),
    segments: transcript.segments?.map(segment => ({
      ...segment,
      speaker_id: hashId(segment.speaker_id || '', config.hashSalt),
      text: redactPII(segment.text).redactedText,
    })),
  };
}

function hashId(id: string, salt: string): string {
  return crypto.createHmac('sha256', salt).update(id).digest('hex').substring(0, 16);
}

// Export anonymized data for analytics
export async function exportAnonymizedData(
  dateRange: { from: Date; to: Date }
): Promise<any[]> {
  const client = getTwinMindClient();
  const config: AnonymizationConfig = {
    hashSalt: process.env.ANONYMIZATION_SALT!,
    preserveStructure: true,
    preserveTimestamps: true,
  };

  const transcripts = await client.get('/transcripts', {
    params: {
      created_after: dateRange.from.toISOString(),
      created_before: dateRange.to.toISOString(),
    },
  });

  return transcripts.data.map((t: Transcript) => anonymizeTranscript(t, config));
}

Output

• Data retention policy configuration
• PII redaction implementation
• GDPR request handlers
• Consent management system
• Data anonymization utilities

Compliance Checklist

## GDPR Compliance Checklist

### Data Processing
- [ ] Lawful basis documented for all processing
- [ ] Data minimization principle applied
- [ ] Purpose limitation enforced
- [ ] Accuracy mechanisms in place

### Data Subject Rights
- [ ] Right to access implemented
- [ ] Right to rectification implemented
- [ ] Right to erasure implemented
- [ ] Right to data portability implemented
- [ ] Right to object implemented

### Security
- [ ] Encryption at rest enabled
- [ ] Encryption in transit (TLS 1.3)
- [ ] Access controls implemented
- [ ] Audit logging enabled

### Documentation
- [ ] Privacy policy updated
- [ ] Data processing records maintained
- [ ] DPA signed with TwinMind
- [ ] DPIA conducted if required

### Breach Response
- [ ] Breach notification procedure documented
- [ ] 72-hour notification capability
- [ ] Incident response team identified

TwinMind Privacy Features

TwinMind provides these built-in privacy protections:

• No audio storage: Audio processed in real-time and immediately deleted
• On-device processing: Option for local transcription (no data sent to cloud)
• Encrypted storage: All transcripts encrypted with user-controlled keys
• Data residency: Choose data storage region (EU, US, APAC)
• Automatic deletion: Configurable retention periods

Error Handling

Resources

• GDPR Official Text
• TwinMind Privacy Policy
• TwinMind DPA Template

Next Steps

For enterprise access control, see twinmind-enterprise-rbac.