Data Retention & Deletion Policy

This policy explains how long SchoolBudi keeps different types of data, how data is deleted, and how schools can download or remove their data.

We keep personal data only as long as it is needed to provide the service, to meet legal obligations, or to resolve disputes.

Pupil check-in data (daily mood scores and wellbeing tool selections) is kept for the school's chosen retention period.

Schools can download or delete pupil check-in data at the end of each academic year, and can adjust their retention settings in the school's GDPR administration area at any time.

Schools can also archive or delete individual pupils, classes, or their full school record at any time through the platform or by contacting us.

Check-in data older than a school's retention setting is deleted automatically on a nightly schedule.

Automatic deletions are recorded so that we can show data was removed in line with each school's settings.

School and staff account details (names, work email addresses, roles, and class details) are kept for as long as the school uses SchoolBudi.

When a school ends its use of SchoolBudi and asks for removal, we delete the school's record, including its classes, pupils, and check-in data. Basic records of the deletion itself are kept for accountability.

Individual staff accounts can be removed at a school's request; their associated class data is handled according to the school's instructions.

Submissions made through our data request form are kept only long enough to review, action, and follow up on the request, and are then deleted.

Enquiries sent to hello@schoolbudi.co.uk are retained only as long as needed to resolve them.

Audit logs (such as exports, deletions, retention changes, and administrative access) are kept for accountability and security monitoring.

These records contain the minimum personal data necessary — typically names, email addresses, and the action taken — and are reviewed and cleared periodically.

Schools can request deletion of data they control at any time by using the tools in the platform or by emailing hello@schoolbudi.co.uk.

Parents and children can ask for correction or deletion of a child's data through their school, which remains the owner of that information.

We act on verified deletion requests promptly and confirm once deletion is complete.

Encrypted backups are kept by our platform provider for disaster recovery. Data deleted from the live service is removed from backups on the provider's normal backup rotation.

Where deletion requests relate to live data, we delete the live data first; backup copies persist only until the rotation overwrites them.

Questions about this policy, or a deletion or download request, can be sent to hello@schoolbudi.co.uk.

We respond to retention and deletion enquiries as quickly as possible and within the timeframes required by UK law.