Data Retention
How long each category of data is kept, and when it is deleted automatically, per statutory obligations and UU PDP.
Retention period by category
| Data category | Retention period |
|---|---|
| Financial records (invoices, payments, ledger) | 10 years, per statutory obligation |
| Academic records & report cards | Per school policy — permanent by default |
| Biometric templates (face/fingerprint) | Deleted when a student leaves or consent is withdrawn, within 24 hours |
| Gate / attendance photos | 90 days by default |
| Staff employment records | For the duration of employment, plus the statutory employment retention period after leaving |
| Sent notifications (phone number, email, message text) | 90 days after creation |
| Password-reset tokens and email OTP codes | 7 days after expiry |
| Sign-in device history and mobile session tokens | 90 days after revocation or last use; mobile session tokens 30 days after expiry |
| Pickup authorisations (name, phone, photo of the person collecting) | 1 year after the authorisation ends; the person's details are blanked |
| Prospective students who never enrolled | 2 years after the last update; personal data is erased |
| School clinic (UKS) visits and counselling (BK) sessions | 5 years after the student leaves; never deleted while the student is active |
| Reseller verification document files (deed, tax documents) | While the partnership lasts and 5 years after it ends |
| Audit log archive | 7 years |
How retention is enforced
Retention policy is enforced by an automated scheduled job, not a manual process. Each job can be run in dry-run mode, which only counts what would be deleted and changes nothing; the scheduled run deletes directly and records the number of rows deleted in its run log.
Withdrawing biometric consent
Parents/guardians can withdraw consent for biometric use at any time through the parent app. Withdrawal takes effect within 24 hours: the biometric template is deleted and the student reverts to card verification.
Early deletion requests
Requests to delete personal data before the retention period ends are processed as long as they don't conflict with a statutory obligation (for example, financial records that must be kept for 10 years). A school admin can submit this request and get the result within a single admin session.
Database backups
Encrypted database backups are kept for up to 12 months (7 daily, 4 weekly, 12 monthly). Data already erased on request or at the end of its retention period remains in older backups until those expire, about 13 months; backups are used only for disaster recovery and are not read for any other purpose.
Contact
Questions about the retention schedule or data deletion requests can be sent to [email protected].