DATA RETENTION POLICY

Edusuite Data Retention Policy

This retention policy is effective starting February 15, 2026. Edusuite reserves the rights to change this policy at any time upon notifying subscribers at least ninety (90) days prior to implementation.

Audit Logs

Audit logs are records of occurrences of events in the system. These logs can be viewed by authorized users in the system.

The following are the retention policies for the Audit Logs:

0 to 1 year

These logs are considered available and are stored in its main location. These logs can be accessed by authorized users in the system.

1 year and 1 day to 3 years

These logs will be stored in “cold” storage by Edusuite. Retrieving audit logs from the cold storage may take time and may be charged a fee.

3 years and 1 day or older

Audit logs older than 3 years may be deleted by Edusuite.

Notification History Data

The system stores notification history. This includes SMS, Email and Push Notifications.

The following are the retention policies for the Notification History:

0 to 1 year

These items are considered available and are stored in its main location. These notification history items can be accessed by authorized users in the system.

1 year and 1 day to 3 years

These items will be stored in “cold” storage by Edusuite. Retrieving notification history from the cold storage may take time and may be charged a fee.

3 years and 1 day or older

Notification History older than 3 years may be deleted by Edusuite.

Inactive Student Data

To prevent overloading of the database, we may archive (partially or fully) data of students who are

in the system for 10 years or more
AND
have not been enrolled in the past 5 years, or are already marked as deactivated or graduated

We understand that there is still a need to generate specific reports for these students. As such, we will be keeping some of their data / reports and we will provide a facility to download these reports. These include Transcript of Records, Finance History and other reports.

Application Logs

Application logs are logs generated by the running instances of Edusuite applications. We keep application logs for at least 6 years.

Application logs are internal to Edusuite and will not be generally made available to clients.

Data Retention for Schools That Are No Longer Subscribed to Edusuite

Access Grace Period

For Schools that are no longer subscribed to Edusuite, the School’s instance will remain accessible for two months, subject to the following conditions:

Only designated administrative users will have login access.
Most system features will be limited, and access may be restricted primarily to data retrieval/export functionality.

After the two months, the School’s instance will be removed from the production environment and will no longer be accessible to the School.

Secure Deletion and Requesting access to Copy of Data
The School’s data will be securely deleted after one (1) year, unless the School provides a written request for earlier deletion. To request a copy of their data, the School must send a written email to Edusuite, and this email must be sent at least one (1) month before the scheduled secure deletion date.

Other retention policies will continue to apply, including but not limited to:

Application logs retention policy: 6 years
Database backup retention policy: Daily backups retained for 7 days and monthly backups retained for 12 months, even if the School requests an earlier deletion of their data.

Database Backups

Daily Backup

A continuous backup is scheduled daily and will be retained for the past 7 days. The backup is stored in a secure repository.

Monthly Backup

A backup is scheduled monthly and will be retained for the past 12 months. The backup is stored in a secure repository.

It is also possible for the client to be provided with a copy of their database snapshots provided that the client provides a secure location for these backups.

Execution

The moving, archiving and/or deletion of data will be performed at specific periods. The processes are not guaranteed to be executed at the exact day of expiry of the data.

Updates to this policy

Edusuite reserves the rights to change this policy at any time upon notifying clients at least ninety (90) days prior to implementation.