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Records and retention
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ContactWe keep what we need to protect your certificate and run fair assessment, and nothing longer than we need. This policy sets out exactly what we keep and for how long. Jackie and Jess
In short
- Films and uploads: deleted 12 months after your certificate.
- Results: kept for 3 years.
- Assessment and quality assurance records: kept for 7 years from your award.
- A basic certificate record: kept for 40 years, so we can confirm your certificate to employers.
| Record | How long we keep it |
|---|---|
| Films and uploads (your evidence) | Until your certificate is issued plus 12 months, then deleted. If an appeal, malpractice case or quality check is still open, until it closes. You can ask for earlier deletion, and then only the record of the decision is kept |
| Your results (achievement records and certificate issued) | 3 years from your award |
| Assessment decisions and feedback | 7 years from your award |
| Quality assurance records, conflicts register, appeals, complaints, malpractice and adjustment logs | 7 years from your award |
| Certificate record (name, course, date and certificate number only) | 40 years from your award |
| Enrolment and payment records | 6 years from the end of the financial year they relate to |
| Account and community content | While your account is open; deleted or anonymised within 90 days of closure, except where kept above |
| Logged tutor or assessor messages with learners aged 16 or 17 | Until the learner's course ends plus 12 months, or longer if part of a safeguarding record |
| Moderation reports and actions | 2 years (safeguarding records: see the safeguarding row) |
| Safeguarding records | 6 years after the last contact, or until the young person turns 25 if that is later. Reviewed every year, and kept longer only if the law or a statutory agency requires it |
| Support messages | 2 years |
Everything is stored securely with restricted access. Films are held privately by Bunny Stream (BunnyWay d.o.o., Slovenia), stored in Frankfurt, Germany, with a copy in London, not on our website hosting, and never put on YouTube. Under-18 footage is viewed only by your assessor and our quality assurers (including our external quality assurer), and is never used in marketing.
Related policies
Privacy (coming soon)Filming safely
Change history
1.0, 15 October 2026: first published.
