Retention and deletion expectations for VerbalCheck academic records, audio, transcripts, reports, logs, and account data.
Status
Published policy overview
Effective date
June 2026
Audience
Privacy officers, compliance reviewers, IT administrators, and institutional counsel
Retention principles
Retain data only as long as needed for the academic, legal, contractual, security, and operational purposes that apply to the institution.
Honor institution-specific retention requirements where they are included in the customer agreement or written administrator instructions.
Use deletion, archival, or de-identification where continued identifiable retention is no longer required.
Avoid using retained student records for unrelated purposes.
Default retention targets
Submissions, transcripts, AI review, scoring reports, and instructor review records: retained for the applicable course, pilot, assignment review period, and institutional instructions.
Audio recordings: retained only as needed for transcription, review, dispute handling, quality assurance, and institutional requirements.
Account, class, assignment, and LMS records: retained while needed to provide the service, preserve academic records, support troubleshooting, or satisfy contractual obligations.
Security and audit logs: retained as needed for security investigation, fraud prevention, access review, compliance support, and operational reliability.
Deletion requests
Authorized institution representatives may request deletion of institution-controlled data subject to legal, contractual, academic-record, and security exceptions.
Student requests involving education records may be routed through the institution when the institution controls the record.
Deleted records may persist temporarily in backups, logs, or disaster recovery systems until those systems age out under normal retention cycles.
Deletion actions should be recorded where practical to preserve an operational audit trail.
