Learn With Isaac
Data Retention & Deletion Policy
Last updated: August 28, 2026
1. Purpose
This policy explains how long Learn with Isaac keeps different categories of information and how deletion, archiving, or anonymisation is handled. It supports Uganda's data protection principle that personal data should not be retained longer than necessary for the purpose for which it was collected, unless lawful retention is required or justified.
2. Retention Schedule
| Data Category | Typical Retention Period | Reason |
|---|---|---|
| Website contact messages | Up to 24 months after resolution | Support follow-up, service improvement, and dispute handling. |
| Newsletter subscriptions | Until unsubscribe or deletion request | Sending requested updates and maintaining suppression records. |
| Student and instructor applications | Up to 36 months, unless converted to active records | Admissions review, re-application support, and administrative audit. |
| Student, instructor, and staff accounts | Account lifetime plus up to 7 years after closure where needed | Academic, administrative, payment, security, and legal recordkeeping. |
| Enrolments, results, submissions, certificates, and assessment records | Up to 7 years or longer where institutionally required | Academic verification, learner support, certification, complaints, and institutional reporting. |
| Assessment selfies and proctoring evidence | Default 180 days unless changed by admin setting or needed for a dispute | Identity verification, academic integrity review, appeals, and misconduct investigations. |
| Payment records and gateway responses | Up to 7 years or longer where required by tax, audit, accounting, or dispute obligations | Financial reconciliation, receipts, accounting, fraud prevention, and compliance. |
| Support chats and communication records | Up to 36 months after closure | Service continuity, complaint handling, and staff accountability. |
| Security logs, audit logs, IP addresses, and device records | Up to 24 months, or longer for active investigations | Security monitoring, fraud prevention, access control, and incident response. |
| Anonymised statistics and reports | Indefinitely | Historical reporting and service improvement without identifying individuals. |
3. Assessment Proctoring Evidence
Strict online assessments may store selfies and browser activity flags. These records are private and should be accessed only by authorised staff for academic integrity, marking, appeals, or investigation purposes. The system includes a retention setting and scheduled purge command for expired selfie evidence.
4. Deletion Requests
You may request deletion of your personal data by contacting us. Before acting on a request, we may need to verify your identity. Some records may be retained where required for payment, academic, legal, security, dispute, regulatory, accounting, or legitimate administrative purposes.
5. Secure Deletion and Anonymisation
When data is no longer needed, we may delete it, anonymise it, aggregate it, or archive it securely. Where records are deleted, we aim to do so in a way that prevents ordinary reconstruction. Backup copies may remain for a limited period until overwritten by normal backup cycles.
6. Legal Holds and Investigations
If a payment dispute, academic appeal, misconduct investigation, security incident, legal claim, or regulatory request is active, relevant records may be retained until the matter is resolved, even if the usual retention period has expired.
7. Contact
For data retention or deletion requests, contact:
Masaka City, Uganda