Data Retention Policy

AmplifyED keeps student records only as long as your school needs them — no more, no less.

Active cases

Retained while the student is active in your roster. No automatic purge while a case is open.

Closed cases

Retained for the period configured by your school (1, 3, or 5 years — default 3). After that period, records are automatically purged.

Purged records

Once the retention period elapses, records are removed from active systems and scheduled for permanent removal from backup systems according to backup-retention schedules.

Reporting & analytics

Anonymized, aggregate statistics (counts, distributions, trends) are retained indefinitely so historical reporting stays accurate. No personally identifying student data is retained beyond the retention period.

Choosing your retention period

Admins can set the closed-case retention period in Admin → Organization:

• 1 year — minimum retention for schools with short audit cycles.
• 3 years (default) — aligns with most state K-12 records schedules.
• 5 years — useful for districts that link coaching outcomes to multi-year reviews.
• Custom — any value from 1 to 25 years.

How purges work

• A nightly job scans for closed cases whose closed_at date is older than your retention period.
• Eligible cases and their notes are removed from active systems. Aggregate counts used for reporting are preserved without personal identifiers.
• Purge events are written to the audit log so admins can verify retention compliance.
• Deleted records are scheduled for permanent removal from backup systems according to backup-retention schedules.

Account cancellation

Cancellation of a subscription does not automatically delete customer records. Records remain subject to the organization's configured retention policy unless deletion is requested and permitted by applicable law and contractual obligations. Customers may export available records and data prior to termination, subject to the capabilities of the Service.

Requests for early deletion

Parents or eligible students may request deletion of an individual student's records by contacting their school's records officer. The school can then issue the deletion in AmplifyED, and AmplifyED will support the request as required under FERPA and applicable state law.