How long we keep your record
Each learner's course record is kept for 7 years from the end of their course, and is then deleted. The clock starts at the end of the course: the completion date, otherwise the course run's end date, otherwise the last session you attended, otherwise the day you enrolled.
What we keep, and why
Your name, work email and company; your enrolment; which sessions you attended; which sessions you completed; your assessment result with the assessor's name, the date, and whether it was a re-assessment; and any support ticket you open with us.
That is what the course record is: the evidence of what you were taught, what you did, and what you were assessed on. It is what your employer, a funding body or an auditor can be shown.
Why 7 years
The Personal Data Protection Act 2012 (section 25) requires us to stop holding personal data once the purpose it was collected for is no longer served, and keeping it is no longer needed for a legal or business purpose. It does not name a number of years.
Seven years follows the Personal Data Protection Commission's own example: contract-related records may be kept for 7 years from termination, because the Limitation Act allows 6 years to bring a claim on a contract. It also covers funding and audit checks. We keep nothing "just in case".
What happens at the end
- The record is deleted from our database — attendance, progress, assessments, support tickets, the enrolment and the sign-in codes go with it.
- The only thing that remains is an audit entry saying a deletion happened, with a hashed email address and counts. No name, no email, nothing that can be traced back to you.
- The one exception: if a legal action, an investigation or a funding dispute is live, or a law requires a specific record to be kept longer, that record is held until the matter closes and deleted on the same basis.
Access codes are not records
An activation code expires in 30 days and a sign-in session in 12 hours, by design. They exist to let you in, not to keep anything about you.
Asking for your own data
You can ask at any time for everything we hold about you. We answer with one pack: your identity, enrolments, attendance, progress, assessments and support tickets — and the date your record will be deleted. If anything in it is wrong, we correct it and note what was corrected rather than overwriting it silently.
Ask through your employer's contact at OwnYourAI, or write to the address on our contact page.
Not used for anything else
We do not sell your data, we do not use it for advertising or profiling, and we do not share it except where a law, a funding body or your employer's agreement requires it. Anything beyond the course — a follow-up, our news — only ever happens with your consent, and stops when you withdraw it.