Data Retention Policy

Effective date: July 21, 2026

This policy describes LiberiaLearn's current data retention practice and the enforcement work still planned. It is intentionally current-state accurate: where automation is not yet implemented, this policy says so directly.

Current Practice

Student, guardian, teacher, school, assignment, progress, attendance, and operational records are retained while the school or account remains active. Retention after offboarding is currently handled through operational review rather than an automated purge or anonymization job. LiberiaLearn has not yet implemented scheduled retention enforcement for the active-account-plus-2-years window stated in the privacy policy.

Audit and Access Records

Audit logs, export records, and data-access logs are retained for accountability and procurement review. Audit logs are append-only in the application and protected by database immutability triggers. They are not deleted during ordinary account cleanup because they preserve evidence of administrative, safeguarding, export, and security-relevant activity.

Backups

The current backup job is a stopgap nightly CSV backup to private Vercel Blob storage with 90-day pruning. It is useful for targeted recovery evidence, but it is not a full database backup or a verified point-in-time restore system. LiberiaLearn remains on the Supabase free tier, so the procurement posture should reference the planned Supabase upgrade for managed backups, point-in-time recovery, and formal restore drills before national-scale rollout.

Requests and Deletion

Guardians and schools may request access, correction, or deletion review. Deletion is evaluated against school record obligations, safeguarding obligations, audit obligations, and Ministry requirements. Where deletion is permitted, the current process is manual and policy-bound. A scheduled purge or anonymization job matching the stated retention window is planned but not yet implemented.

Planned Enforcement Work

The next required engineering step is a real retention-enforcement workflow: scheduled review, purge or anonymization by data class, audit evidence for every action, and exception handling for legal, school-record, safeguarding, or procurement holds.