Data Retention Policy

Purpose

This policy defines how long Teacher's Buddy retains different categories of data and how data is disposed of when no longer required.

Retention Periods

Data Category	Retention Period
User accounts	Duration of service agreement
Generated content (outputs, worksheets, plans)	Until deleted by user or account termination
Uploaded resources	Until deleted by user or account termination
AI conversation history	Duration of service agreement
Session data	7 days (refreshed on daily activity)
Magic link tokens	15 minutes
Email OTP codes	10 minutes
Organisation invitations	7 days
Transient AI processing data	Duration of request only (not persisted)
Database backups	7 days (automated daily)

Your Rights

• Data export: You can export all your data at any time via the data export feature.
• Account deletion: You can initiate self-service account deletion, which permanently removes all associated data.
• Content deletion: You can delete individual outputs, workspaces, and resources at any time.

Account Deletion

When a user account is deleted:

1. All database records are permanently deleted (profile, workspaces, outputs, resources, conversations, memberships, OAuth connections, sessions).
2. Associated files in cloud storage are queued for deletion.
3. The deletion is logged for audit purposes.
4. Database backups containing the data are overwritten within the 7-day backup retention cycle.

Organisation Agreement Termination

When a school or organisation agreement ends:

1. The organisation is notified and offered a 30-day data export window.
2. All associated user accounts are deactivated.
3. All stored data is permanently deleted.
4. Deletion is confirmed in writing.
5. Backups are overwritten within the 7-day cycle.

This process is completed within 30 days of termination confirmation.

Contact

Questions about data retention? Contact privacy@teachersbuddy.com