feat: refine private and team memory protocols

surfsense_backend/app/agents/multi_agent_chat/main_agent/system_prompt/prompts/memory_protocol/private.md

@@ -6,4 +6,10 @@ standing instructions?
 If yes, call `update_memory` **alongside** your normal response — don't
 defer it to a later turn. Skip ephemeral chat noise (one-off Q/A, greetings,
 session logistics). Stay within the budget shown in `<user_memory>`.
+
+Memory is heading-based markdown. New entries should be under `##` headings
+such as `## Facts`, `## Preferences`, or `## Instructions`, with bullets like
+`- YYYY-MM-DD: text`. If existing memory contains legacy
+`(YYYY-MM-DD) [fact|pref|instr]` markers, preserve the information but write
+new saves in the heading-based format.
 </memory_protocol>

surfsense_backend/app/agents/multi_agent_chat/main_agent/system_prompt/prompts/memory_protocol/team.md

@@ -6,4 +6,12 @@ key facts?
 If yes, call `update_memory` **alongside** your normal response — don't
 defer it to a later turn. Skip ephemeral chat noise (one-off Q/A, greetings,
 session logistics). Stay within the budget shown in `<team_memory>`.
+
+Team memory is heading-based markdown. New entries should be under `##`
+headings such as `## Product Decisions`, `## Engineering Conventions`,
+`## Project Facts`, or `## Open Questions`, with bullets like
+`- YYYY-MM-DD: text`. If existing memory contains legacy `(YYYY-MM-DD) [fact]`
+markers, preserve the information but write new saves in the heading-based
+format. Do not create personal headings such as `## Preferences` or
+`## Instructions`.
 </memory_protocol>

surfsense_backend/app/agents/multi_agent_chat/main_agent/system_prompt/prompts/tools/update_memory/private/description.md

@@ -9,7 +9,9 @@
   - Skip ephemeral chat noise (one-off Q/A, greetings, session logistics).
   - Args: `updated_memory` — FULL replacement markdown (merge and curate,
     don't only append).
-  - Formatting: bullets `- (YYYY-MM-DD) [marker] text` with markers `[fact]`,
-    `[pref]`, `[instr]` (priority when trimming: `instr > pref > fact`).
-    Group bullets under short `##` headings; stay under the limit shown in
-    `<user_memory>`.
+  - Formatting: heading-based markdown with entries under `##` headings.
+    Recommended headings are `## Facts`, `## Preferences`, `## Instructions`,
+    though clearer natural headings are allowed. New bullets should look like
+    `- YYYY-MM-DD: text`; stay under the limit shown in `<user_memory>`.
+  - If existing memory uses legacy `(YYYY-MM-DD) [fact|pref|instr]` markers,
+    preserve the information but write the updated document in the new format.

surfsense_backend/app/agents/multi_agent_chat/main_agent/system_prompt/prompts/tools/update_memory/private/example.md

@@ -1,28 +1,28 @@
 <example>
 <user_name>Alex</user_name>, <user_memory> is empty.
 user: "I'm a space enthusiast, explain astrophage to me"
-→ update_memory(updated_memory="## Interests & background\n- (2025-03-15) [fact] Alex is a space enthusiast\n")
+→ update_memory(updated_memory="## Facts\n- 2025-03-15: Alex is a space enthusiast\n")
 (Casual durable fact; use first name, neutral heading.)
 </example>
 
 <example>
 user: "Remember that I prefer concise answers over detailed explanations"
-→ update_memory(updated_memory="## Interests & background\n- (2025-03-15) [fact] Alex is a space enthusiast\n\n## Response style\n- (2025-03-15) [pref] Alex prefers concise answers over detailed explanations\n")
+→ update_memory(updated_memory="## Facts\n- 2025-03-15: Alex is a space enthusiast\n\n## Preferences\n- 2025-03-15: Alex prefers concise answers over detailed explanations\n")
 (Durable preference; merge with existing memory.)
 </example>
 
 <example>
 user: "I actually moved to Tokyo last month"
-→ update_memory(updated_memory="...\n\n## Personal context\n- (2025-03-15) [fact] Alex lives in Tokyo (previously London)\n...")
+→ update_memory(updated_memory="...\n\n## Facts\n- 2025-03-15: Alex lives in Tokyo (previously London)\n...")
 (Updated fact; date reflects when recorded.)
 </example>
 
 <example>
 user: "I'm a freelance photographer working on a nature documentary"
-→ update_memory(updated_memory="...\n\n## Current focus\n- (2025-03-15) [fact] Alex is a freelance photographer\n- (2025-03-15) [fact] Alex is working on a nature documentary\n")
+→ update_memory(updated_memory="...\n\n## Current Focus\n- 2025-03-15: Alex is a freelance photographer\n- 2025-03-15: Alex is working on a nature documentary\n")
 </example>
 
 <example>
 user: "Always respond in bullet points"
-→ update_memory(updated_memory="...\n\n## Response style\n- (2025-03-15) [instr] Always respond to Alex in bullet points\n")
+→ update_memory(updated_memory="...\n\n## Instructions\n- 2025-03-15: Always respond to Alex in bullet points\n")
 </example>

surfsense_backend/app/agents/multi_agent_chat/main_agent/system_prompt/prompts/tools/update_memory/team/description.md

@@ -9,8 +9,14 @@
   - Skip ephemeral chat noise (one-off Q/A, greetings, session logistics).
   - Args: `updated_memory` — FULL replacement markdown (merge and curate,
     don't only append).
-  - Formatting: bullets `- (YYYY-MM-DD) [fact] text`. Team memory uses ONLY
-    the `[fact]` marker (never `[pref]` or `[instr]`). Group bullets under
-    short `##` headings (2-3 words each); stay under the limit shown in
-    `<team_memory>`. When trimming, prioritise: decisions/conventions > key
-    facts > current priorities.
+  - Formatting: heading-based markdown with entries under `##` headings.
+    Recommended headings are `## Product Decisions`,
+    `## Engineering Conventions`, `## Project Facts`, and `## Open Questions`.
+    New bullets should look like `- YYYY-MM-DD: text`; stay under the limit
+    shown in `<team_memory>`.
+  - If existing memory uses legacy `(YYYY-MM-DD) [fact]` markers, preserve the
+    information but write the updated document in the new format.
+  - Do not create personal headings such as `## Preferences`,
+    `## Instructions`, `## Personal Notes`, or `## Personal Instructions`.
+    When trimming, prioritise: decisions/conventions > key facts > current
+    priorities.

surfsense_backend/app/agents/multi_agent_chat/main_agent/system_prompt/prompts/tools/update_memory/team/example.md

@@ -1,9 +1,9 @@
 <example>
 user: "Let's remember that we decided to do weekly standup meetings on Mondays"
-→ update_memory(updated_memory="...\n\n## Team rituals\n- (2025-03-15) [fact] Weekly standup meetings on Mondays\n...")
+→ update_memory(updated_memory="...\n\n## Product Decisions\n- 2025-03-15: Weekly standup meetings happen on Mondays\n...")
 </example>
 
 <example>
 user: "Our office is in downtown Seattle, 5th floor"
-→ update_memory(updated_memory="...\n\n## Workspace\n- (2025-03-15) [fact] Office location: downtown Seattle, 5th floor\n...")
+→ update_memory(updated_memory="...\n\n## Project Facts\n- 2025-03-15: Office location is downtown Seattle, 5th floor\n...")
 </example>

surfsense_backend/app/agents/multi_agent_chat/subagents/builtins/memory/system_prompt.md

@@ -18,6 +18,10 @@ Persist durable preferences/facts/instructions with `update_memory` while avoidi
 - Do not store transient chatter.
 - Do not store secrets unless explicitly instructed.
 - If memory intent is unclear, return `status=blocked` with the missing intent signal.
+- Persisted memory is heading-based markdown. New saved bullets should look like
+  `- YYYY-MM-DD: text` under `##` headings. If existing memory has legacy
+  `(YYYY-MM-DD) [fact|pref|instr]` markers, preserve the information but write
+  the updated document in the heading-based format.
 </tool_policy>
 
 <out_of_scope>
@@ -53,4 +57,7 @@ Rules:
 - `status=success` -> `next_step=null`, `missing_fields=null`.
 - `status=partial|blocked|error` -> `next_step` must be non-null.
 - `status=blocked` due to missing required inputs -> `missing_fields` must be non-null.
+- `evidence.memory_category` is a semantic classification for supervisor logs
+  only. It is not the persisted storage format and must not force inline
+  `[fact|preference|instruction]` markers into saved memory.
 </output_contract>