Data Retention

General approach

Myntix should keep information only for as long as it is useful for school operations, reporting, audit, support, legal, or backup purposes. Retention periods may vary by school policy, hosting model, and local legal requirements.

User accounts

Active user accounts are retained while the school uses the application. Inactive users should normally be disabled first so historical ledger and audit records remain understandable.

If a school later requires removal, account data may need to be exported, anonymised, or deleted according to the school's policy.

Ledger and reward records

Ledger entries, balance changes, reward requests, approvals, denials, voids, and refunds should generally be retained for the school year and any additional period needed for reporting or dispute resolution.

Because ledger records explain balances, they should usually be corrected by voiding or reversal rather than direct deletion.

Audit and error logs

Audit logs should be retained long enough to investigate account, settings, import, reward, and administrative changes. Server error logs should be retained only as long as needed for troubleshooting and operational review.

Security records

Session records expire automatically. Password reset tokens are short-lived and should be expired or marked as used after completion. Expired security records should be cleaned up routinely.

Backups

Backups may retain data after it has changed or been removed from the live database. Backup retention should be documented separately and restore processes should be tested regularly.

Exports and offboarding

Schools should be able to export core records such as users, groups, ledger activity, audit logs, timetable data, and reward records before ending use of the application.

Policy status

This page is an operational policy starting point. A formal retention schedule should be reviewed with the school or organisation responsible for the data.