Data Retention & Deletion Policy

1. While the subscription runs

Everything the School has entered stays available to it. We do not age out academic records, and we do not delete anything because a bill is overdue — an account may be suspended for non-payment, which means people cannot sign in, but the records remain intact.

2. Default retention periods

• Student academic records, results and certificates: for the life of the subscription. These are the records a school is asked for years later, and deleting them by default would be the wrong answer.
• Fee, payment and invoice records: eight years, which covers the periods Indian tax and company law generally require.
• Attendance and leave records: for the life of the subscription.
• Audit logs: three years from the date of the event.
• Sign-in and server logs: ninety days.
• Email delivery records: one year.
• Assistant usage records — that a query ran, in whose scope, and which lookups it used, never the question itself: one year.

3. When a subscription ends

1. 1The account moves to read-only and the School is notified.
2. 2For sixty days the School may sign in and export everything. We will also produce a full export on request.
3. 3After sixty days, live data is deleted from the production database.
4. 4Encrypted backups age out on their own rotation, within a further thirty days.
5. 5Records the law requires us to keep — invoices and payment references, principally — are retained for their statutory period and nothing else is kept with them.

4. Deleting something specific

A School can delete records within its own tenancy at any time. Some things are deliberately not deletable from the interface because deleting them would destroy a record the School may need to answer for later: a settled invoice, an audit log entry, and the hostel gate register are corrected by a further entry rather than by an edit.

A request to erase a particular person's data should be made to the School, which will tell us what it needs removed and confirm there is no legal reason to keep it.

5. Backups

Backups are encrypted and kept on a rolling window. Because a backup is a point-in-time image, a record deleted from live data may persist in a backup until that backup expires. We do not restore a backup to recover data a School asked us to delete.