SchoolJewel
Retention and deletion schedule
Keep personal data no longer than needed. This schedule shows what SchoolJewel keeps and for how long, with a column for your school’s own decisions.
| Information | How long SchoolJewel keeps it | Our school’s decision |
|---|---|---|
| Pupil accounts, points, prize and message records | For as long as the school keeps the pupil in SchoolJewel. Deleting a pupil removes their account and linked records | |
| A class, its Teacher and its pupils | Until the school deletes the class | |
| The whole school | Deleted within 30 days of a request to leave | |
| After a paid membership ends without renewal | 90 days, then deleted or anonymised | |
| Free accounts that are inactive for 12 months | Deleted after a reminder email to the School Leader | |
| House competition totals and announcements | No pupil identities. Announcements deleted after 90 days; yearly totals after two school years | No action needed |
| Backups | Backups of the database, which holds all personal information, are encrypted on our server before they leave it, and are then copied to encrypted storage with Amazon Web Services (AWS) S3 in the European Union. Backups are overwritten on a rolling basis and are kept for up to 90 days from the date each backup was created. | No action needed |
| School Leader invoices and payment records | 6 years, as required for tax and accounting | No action needed |
| Support emails | 24 months after the matter is closed | No action needed |
Deletion from live systems is immediate when you delete a pupil or class. Because backups roll over, a deleted record can remain in a backup for up to 90 days from the date that backup was created, and is not restored into the live service except to recover from a failure.