Data Retention & Deletion
What we keep, for how long, why, and how your organization controls it.
Last updated July 2026
SpEd Coach processes data on behalf of the organizations that use it. Your organization retains control over how long data is kept and when it is removed. This page describes what we retain, the default retention periods, and how to request export or deletion.
Who Controls the Data
Your organization is the data controller for the educational records, student information, and workspace content within your SpEd Coach account. SpEd Coach acts as a data processor - we retain and process data only as directed by your organization and as needed to operate the platform.
Data Categories and Retention Periods
Organization and Membership Data
- Organization profile (name, status, module configuration): Retained while the account is active
- Member accounts, roles, and access records: Retained while membership is active; access records retained for audit purposes following member removal
Educational Records and Module Content
- Student records, IEP drafts, evaluation documents, meeting notes, and uploaded files: Retained for the lifetime of the organization workspace, or as agreed in writing
- Deleted records: Soft-deleted records are purged from active systems after 30 days
Operational and Security Logs
- Audit logs (admin actions, role changes, document access events): Retained for a minimum of 12 months to support security review
- AI usage logs: Retained for operational and capacity planning
- Support request records: Retained for the active contract period plus a reasonable archival window
Backup Data
- Managed infrastructure providers maintain automated backups for disaster recovery; backup rotation follows the provider's standard schedule (typically 30 days)
Student Records and IDEA Retention Requirements
IDEA requires educational agencies to retain special education records for a minimum period after a student is no longer eligible for services or has left the district. The specific required period varies by state - typically 3 to 7 years after the student exits. Some states require retention until the student reaches a specific age.
Organizations are responsible for determining the appropriate retention period for student records based on their applicable state regulations, federal requirements, and district policy. SpEd Coach can accommodate contractually negotiated retention periods that align with your compliance obligations.
Requesting Data Export
Organization administrators may request a structured export of their workspace data at any time. To request an export, email support@spedcoach.com from an organizational administrator account. We will verify the requester's identity and authority before processing the request. Export is delivered within a reasonable timeframe.
Requesting Deletion
Organization administrators may request deletion of their organization's workspace data. Deletion requests are processed within a reasonable timeframe following confirmation of scope. Active system deletion takes effect promptly; backup archives will age out on the infrastructure provider's standard rotation schedule.
Individual Staff Data
Individual staff members may update their profile information from account settings. When a staff member is removed from an organization, their access is immediately revoked. Account data associated with a departed user may be retained in audit logs to preserve record integrity.
Account Closure
Organizations may request account closure at any time by emailing support@spedcoach.com. We will confirm the scope and timing of data removal with the organization administrator before processing. Active workspace data is removed following the closure workflow; backup data will age out on the infrastructure provider's standard schedule.
Bulk Requests
Bulk deletion, bulk export, and historical record requests can be coordinated through the support workflow. Contact support@spedcoach.com to begin.