If you decide to stop using edyoucated, you should know exactly what happens to your data, how long you have to retrieve it, and when it is deleted. This article explains the whole sequence.
Summary
Your data is not deleted the moment the contract ends. You get three months to retrieve it.
You can export a great deal yourself, and our team performs a complete export for you on request.
A complete export is included. There is no export, transition or offboarding fee.
After the retrieval window closes, your data is deleted across every system that holds it, and we will confirm the deletion in writing if you ask.
The timeline
The sequence below reflects our standard terms. Your own agreement governs if it differs.
Stage | When | What happens |
Termination takes effect | Day 0 | Access to the platform is closed for your administrators and all of your users. Your data is retained at this point, not deleted. |
Retrieval window | Day 0 to 3 months | You can retrieve the content processed with the platform. Assisted export is available on request at any point in this window. |
Accounts deleted | After 3 months | The administrator account and all user accounts are deleted. |
Data deleted | Within 30 days of the retrieval window closing | Your data is deleted from every system that holds it. Deletion actions are logged. |
Earlier deletion | Any time you ask | We shorten or waive the retrieval window and begin deletion within 30 days of your instruction. |
Statutory retention | Only where the law requires it | Data covered by a statutory retention obligation is held in a secure archive and deleted within 30 days after that obligation ends. |
Getting your data out
What you can export yourself
While you still have access, administrators can export a lot without involving us:
Dashboards and reports as CSV, and dashboard views as PDF, reflecting whatever filters you have applied
A list of all users including their status and team assignments
Event and learning journey sign-up, participant and wait lists
These exports are also available throughout normal use of the platform, not only at the end of a contract.
A complete export of your data
There is no single button that exports an entire organisation in one go. Instead, our engineering team performs a complete export for you on request.
The output is a structured, commonly used, machine-readable format, in line with your right to data portability under Art. 20 GDPR. In practice that means CSV or JSON.
We agree the scope and format with you first, so that what you receive is actually usable in the system you are moving to.
This is included in your contract. We do not charge for it.
To start one, contact your account manager or [email protected]. It is worth doing this early in the retrieval window rather than near the end, so there is time to check the result and ask for adjustments.
What gets deleted
Deletion covers your data everywhere it is held, not just in the application you see:
the application database
storage holding files and content you uploaded
the identity and authentication store where accounts and credentials live
the analytics data store behind dashboards and reports
the service used to send platform notification emails
encrypted backups, as those backups reach the end of their retention period
Deletion is carried out through the managed interfaces of each system, so records are removed from the live system and from backups taken afterwards.
Confirmation that it happened
Deletion actions are logged. On request we provide you with a deletion log, so you have a record for your own compliance files. This is also an obligation in the data processing agreement between us.
Individual users, as distinct from your whole organisation
The timeline above covers ending the contract. Two related situations come up more often:
Someone leaves your organisation. Their account and learning history are deleted at your request. Their licence can be reassigned to a different person independently of that.
An individual wants their own account deleted. They can request this themselves. See Delete your personal account on edyoucated.
Learning activity and points are retained while an account is active, so that both the learner and your organisation keep evidence of completed training. That is usually the point of keeping it.
Trial and demo environments
Trial and demonstration access is time-limited. If no productive licence follows, the access, all accounts and all content in it are deleted at the end of the trial period.
Ending the contract
The term of your contract, the notice period, and how to give notice are set out in your own agreement with us, because they differ between customers. Two points hold generally: notice must be given in text form, and a partial termination, for example reducing the number of users, can be declared separately from ending the contract as a whole. Your account manager can confirm the dates and deadlines that apply to you.