1. Overview
This Data Retention Policy explains how long the James Stanfield Company ("Stanfield") retains different categories of data, why we retain it, and how data is deleted when it is no longer needed. This policy should be read alongside our Privacy Policy.
2. Retention Schedule
Account Data
Teacher, school, and parent accounts
- Active accounts: Retained for the lifetime of the account.
- Inactive accounts: Accounts with no login activity for 3 years may be flagged for deletion. We will send a notification email before deleting an inactive account.
- Deleted accounts: When you request account deletion, your personal data (name, email, profile information) is permanently removed within 30 days. Anonymized usage statistics may be retained for analytics.
Student Data
- Student progress records (activity completions, assessment scores, video watch history): Retained while the teacher's account is active. When a teacher deletes a student or their own account, all associated student data is permanently deleted.
- Student identifiers: First names and class assignments are deleted with the student record. We do not retain student data independently of the teacher account that created it.
- End of school year: Teachers may delete student data at any time. We recommend reviewing and removing student records at the end of each school year.
Order and Billing Data
- Order records (order number, items purchased, amounts, dates): Retained for 7 years from the date of purchase, as required for tax and accounting compliance.
- Payment details: Credit card numbers are never stored on our servers. Stripe retains payment information per their own retention policies. Purchase order numbers and invoice records are retained for 7 years.
- Activation codes: Retained for the duration of the subscription plus 1 year, then permanently deleted.
Subscription Data
- Active subscriptions: Retained while the subscription is active.
- Cancelled subscriptions: Subscription records (plan type, start/end dates) are retained for 2 years after cancellation for customer support and dispute resolution, then anonymized.
- Trial data: Records of free trials are retained for 1 year after expiration.
Email and Communication Data
- Marketing email records (send/open/click tracking): Retained for 2 years, then aggregated into anonymized campaign statistics.
- Unsubscribe records: Retained indefinitely to ensure we honor opt-out requests permanently.
- Support correspondence: Retained for 3 years from the last message, then deleted.
Usage and Analytics Data
- Page views and feature usage: Retained in identifiable form for 1 year, then aggregated into anonymized analytics.
- Server logs (IP addresses, request data): Retained for 90 days for security and debugging purposes, then deleted.
- AI conversation logs: Retained for 1 year for service improvement, then deleted. AI conversations are not shared with third parties.
Cookie Data
- Session cookies: Expire when the browser is closed or after a period of inactivity (typically 2 hours).
- Authentication tokens: Expire after 30 days of inactivity.
3. Data Deletion Requests
You may request deletion of your data at any time by contacting us at hello@stanfield.com. Upon receiving a deletion request:
- We will verify your identity.
- Personal data will be permanently deleted within 30 days.
- Data required for legal compliance (e.g., financial records) will be retained for the minimum period required by law, then deleted.
- Anonymized or aggregated data that cannot identify you may be retained indefinitely.
4. Institutional Data
For schools and districts with institutional accounts:
- Data is retained per the terms of the institutional agreement.
- Upon termination of an institutional agreement, all institution-specific data (teacher accounts, student records, usage data) is deleted within 60 days unless a longer retention period is requested in writing.
- Institutions may request a data export before account termination.
5. Backup and Recovery
Our database backups are retained for 30 days. When data is deleted from production systems, it will be fully purged from backups within 30 days as older backups are rotated out.
6. Changes to This Policy
We may update this Data Retention Policy from time to time. Changes will be posted on this page with an updated "Last updated" date.
7. Contact
For questions about data retention or to submit a data deletion request, contact us at:
James Stanfield Company
hello@stanfield.com
805-897-1185