---
title: "Settings, Memory & Your Data"
slug: "settings-memory-your-data"
updated: 2026-10-06T13:23:24Z
published: 2026-10-06T13:23:24Z
canonical: "kb.expedient.com/settings-memory-your-data"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://kb.expedient.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Settings, Memory & Your Data

## Account Settings

Everything personal to your account lives in one place: your preferences, what the AI remembers about you, and full control over your own content.

Open it from your profile picture, then **Settings**.

## Interface preferences

Most of this is personal taste: theme, layout, language. Two are worth knowing about:

- **Location** is off by default. AI CTRL never looks at your IP address, so if you want location-aware answers you either turn this on or just say where you are in the conversation.
- **Copy formatted text** decides whether a response keeps its formatting when you paste it elsewhere, or arrives as plain text.

## Memory

Memory is how the AI remembers things about you between conversations.

### It's manual, by design

Nothing is created or deleted on its own. Consumer AI tools quietly build a picture of you over time; here, if the model remembers something, a person put it there. You can add a memory directly in Settings, or say *"create a memory of this"* mid-conversation to capture something you've just worked out.

### Personal memory and conversation context are separate

A memory is a durable fact about you or your work that applies everywhere: your role, your team's terminology, a standing preference. What the model knows within a single conversation stays in that conversation and doesn't carry across.

Good memories are stable: *my team uses "engagement" rather than "project"*, or *I present to non-technical leadership*. One-off details from a single task don't earn a slot.

> **Memory and your personal system prompt are different tools.** The system prompt is standing instructions on how you want to be answered. Memory is facts worth recalling. See [Setting Your Personal System Prompt](https://kb.expedient.com/docs/personal-system-prompt).

Your administrator can configure how memory behaves across the organization, so what you see here may differ from another deployment.

## Your data

You own your content and can take it or remove it at any time.

| What you can do | Where |
| --- | --- |
| Export everything as a single file | Data controls |
| Download one conversation as JSON, text, or PDF | The chat's three-dot menu |
| Archive everything at once | Data controls |
| Delete everything at once | Data controls |
| Review and manage what you've shared | Share management |
| Review and manage what you've archived | Archive management |
| See and remove files you've uploaded | File Manager |

**Archive and delete are different.** Archiving hides a conversation from your list but keeps it. Deleting removes it from your view for good.

> Deleting a conversation clears it from the front end: your view, and the front-end analytics. **It does not remove it from the compliance record.** Your organization's backend instance keeps a permanent log of every prompt and response, and nothing a user does affects it.

## A note on passwords

If your organization uses single sign-on, the **Change Password** option in your account settings won't do anything. Your password is managed by your own identity provider, not by AI CTRL. That setting only applies to direct-access and service accounts.

## Related articles

- [Setting Your Personal System Prompt](https://kb.expedient.com/docs/personal-system-prompt)
- [Folders, Notes & Sharing](https://kb.expedient.com/docs/folders-notes-sharing)
- [Getting Started with AI CTRL](https://kb.expedient.com/docs/getting-started-with-ai-ctrl)