Data Deletion Policy

1. Scope

This policy applies to all personal data and content stored in ClassGini, including but not limited to: school records, student profiles, attendance, marks, fees, files, messages, forms, admissions data, and analytics derived from your use of the Service.

2. Categories of deletion

2.1 Account-level deletion

When a school cancels its subscription and the grace period expires, we permanently delete the school's entire workspace — all collections tied to that school's schoolId, including student/parent/staff user accounts created under that school.

2.2 Individual record deletion

Schools can delete specific records (a student, a parent, a marksheet, a form submission, etc.) from within the platform at any time. These deletions take effect immediately in the live database; backup copies are pruned during the standard backup retention window (see section 5).

2.3 Personal data subject requests

If you are a data subject (e.g. a parent, student, or staff member) and your school refuses or fails to action a lawful deletion request, you may write to us at privacy@classgini.com. We will work with you and the school to honour the request within the statutory timeline of your jurisdiction (30 days for India's DPDP Act, 30 days for GDPR, etc.).

3. The 30-day grace period

When a school cancels its subscription:

• Day 0 — cancellation effective; school admin loses access; data is retained but read-only via export.
• Days 1-30 — you can export all your data using the in-app exporters (CSV / JSON / PDF) or by emailing us. Reactivation is also possible during this window.
• Day 31 — workspace is queued for deletion. From this point, recovery is not guaranteed.
• Day 60 — deletion completes from live production systems.
• Day 90 — deletion completes from all backups in scheduled rotation.

If you want immediate deletion (skip the 30-day grace), email privacy@classgini.com from the school's verified admin address with the subject “Immediate data deletion request”. We will process within 7 business days.

4. What gets deleted

When a school workspace is deleted, the following are permanently removed:

• All records in collections scoped by schoolId (users, students, teachers, staff, attendance, exams, marksheets, fees, communications, files, forms, submissions, admissions data, schedules, etc.).
• R2 object storage under the school's prefix (uploaded files, photos, marksheet PDFs, certificates).
• Per-school AI usage logs and credits.
• The school's website content, themes, menus, and snapshots.

5. What may be retained (and why)

We retain a small subset of records for the minimum period required by law or for legitimate business reasons. These are clearly defined and cannot be expanded without a policy update:

• Financial transactions — invoices, payment confirmations, GST records — retained for 7 years to meet tax law obligations.
• Audit logs — admin actions, security events, deletion audit trail — retained for 1 year (anonymised where possible).
• Backup copies — encrypted snapshots are retained for up to 30 days after the live-system deletion.
• Aggregated analytics — counts, usage statistics with no individual identifiers.

6. Verification & confirmation

Account-level deletion requires multi-factor verification: typing the school's exact name, a one-time code sent to the verified super_admin contact, and an audit-logged confirmation. This prevents accidental or malicious deletions.

Once deletion is complete, we email the requesting administrator a confirmation, including timestamps and a summary of records purged.

7. Effect on linked services

Deletion of a ClassGini workspace also triggers deletion of derived artefacts:

• Outgoing SMS / WhatsApp / email queue items for the school are cancelled.
• Issued certificates verifiable at classgini.com/verify/… will return “revoked / not found” after deletion.
• Public admission application links return a “school not found” error.
• Subscription with our payment partner (Razorpay) is cancelled (no further charges).

8. Exporting before deletion

Before initiating deletion, we strongly recommend exporting:

• Student & staff lists (Settings → Export)
• Marksheets & certificates (Generated PDFs are downloadable from the Results module)
• Financial records (Finance → Reports → Export CSV)
• Attendance & academic history
• Uploaded files (use the Files module's bulk download)

If you need help with a bulk export, contact support@classgini.com.

9. Recovery

We do not guarantee recovery after the 30-day grace period. If you mistakenly delete a single record (e.g. a student profile), contact support within 7 days — we can sometimes restore from recent backups, though this is a best-effort service and may not always succeed.

10. Special cases

• Court orders / law enforcement — we may delay or refuse deletion if compelled by lawful order to preserve evidence. We will notify the affected party unless gagged.
• Active disputes — if there is an ongoing investigation, billing dispute, or legal claim, deletion may be paused until resolution.
• Shared resources — global resources (admin-curated templates, public catalogue) are never deleted as part of a school workspace deletion.

11. Contact

Privacy & data subject requests: privacy@classgini.com
Grievance Officer: grievance@classgini.com
General support: support@classgini.com

We aim to balance your right to deletion with our obligation to preserve records for tax, audit, and legal compliance. If there's a conflict, we'll explain it clearly and offer the closest possible alternative.