Data retention
Effective / published version: 2026-09-19
_Last updated: 22 April 2026_ 1. OVERVIEW This policy describes how long LearnSys EduFlow retains different categories of data, and the controls schools have to configure retention. 2. DEFAULT RETENTION PERIODS | Data type | Default retention | |-----------|-------------------| | User accounts | Active; deleted 90 days after account closure | | Class, assignment, submission records | Lifetime of tenant (deleted on tenant termination) | | Teacher feedback and grades | Lifetime of tenant | | AI chat sessions | 90 days (configurable by school) | | AI artefacts (lesson plans, worksheets, quizzes) | Lifetime of tenant | | Vault documents | Until deleted by user, or tenant termination | | Email delivery logs | 12 months | | Audit logs | 24 months (longer for compliance-critical entries) | | Support tickets | 36 months | | Invoices and billing records | 7 years (per Hong Kong statutory requirement) | | Refresh tokens | Expire after 30 days | | Session tokens | Expire after 1 day | | Failed login attempts | 30 days | 3. SCHOOL-CONFIGURABLE RETENTION Administrators can adjust the following via Policies (政策設定): - AI chat retention (minimum 30 days, default 90 days). - Optional automatic deletion of submissions after a fixed period. - Account deactivation for inactive users (optional). 4. ACCOUNT DELETION When a user requests account deletion: - Personal identifiers are removed immediately (email anonymised, display name replaced). - Submissions and teacher feedback remain linked via a pseudonymous identifier so class records are not broken. - After 90 days, backups containing the personal data are rotated out. 5. TENANT TERMINATION When a school tenant is terminated: - All class data, submissions, and uploaded files are marked for deletion. - Data is purged within 30 days of termination, excluding records required for legal or accounting purposes. - Administrators may request a one-time data export within 14 days of termination. 6. BACKUPS - Encrypted backups are retained for 30 days on a rolling basis. - Data removal requests are reflected in live systems immediately; backups containing the data expire within 30 days. 7. LEGAL HOLDS Where we receive a valid legal request or are involved in legal proceedings, we may retain data beyond the periods above to the extent necessary. 8. YOUR RIGHTS You may request: - A copy of your data (data access request). - Deletion of your account. - Confirmation that deletion has been completed. Contact [email protected]. We will respond within 30 days. 9. CONTACT Data retention queries: [email protected]