Data Retention Policy
Last updated: September 2026
1. Overview
This policy sets out how Extended Essay Dashboard retains and deletes personal data collected through the platform. It applies to all schools subscribing to the service and to all personal data processed on their behalf.
2. Active School Data
Personal data associated with an active school account — including student project data, supervisor records, milestone notes and reflections — is retained while needed to provide the service and in accordance with the school’s controller instructions and applicable requirements.
3. Archived Student Data
Where a school archives a student record (for example, when a student leaves but their data may be needed for continuity or audit purposes), the account no longer counts as an active plan seat. The archived record remains subject to the school’s controller instructions and any retention period actually agreed or configured for that school.
4. Deleted User Accounts
In-app account deletion removes the authentication account, profile photo and appropriate personal access records, and immediately ends access to the service. School-controlled educational records are not automatically destroyed by an individual account deletion. A minimal deleted-account directory tombstone is retained to prevent automatic email-address reuse from inheriting historic records, and a tracked deletion request is created so the school, as controller, can decide whether remaining educational records should be erased, exported or retained. Security records may be retained in de-identified form where appropriate.
5. Inactive Accounts
School accounts that have been inactive for an extended period may be notified and, if unresponded to, archived in accordance with our standard process. Schools will always be contacted before any data action is taken.
6. Backups
Residual backup copies are managed by the hosting infrastructure provider for disaster recovery and follow that provider's backup lifecycle. They are not exposed through the live application and are protected by the provider's infrastructure security controls.
7. Data Deletion Requests
Schools can request deletion of school data by contacting hello@extended-essay.com or by actioning tracked privacy requests within the service. We will work with the school as controller to scope and complete the request, subject to applicable legal, contractual and infrastructure requirements. Deletion of live records is irreversible, so schools should export any data they need to retain before confirming the request.
8. What is not retained
We do not retain payment card data (handled by Stripe), browsing history outside the platform, or any data that is not necessary for the educational management purpose of the platform.
9. Data not sold or used for advertising
Retained data is never sold to third parties and is not used for advertising or marketing profiling. We do not train our own AI models on student data. Where a user or staff member invokes an optional AI-assisted feature, relevant content may be processed through Base44 AI and its disclosed model-provider chain for that requested feature.
10. Contact
For questions about this data retention policy, contact hello@extended-essay.com.