Retention principles
We retain identifiable information only while it serves a documented purpose. Retention may be extended where a record is subject to a dispute, fraud investigation, legal hold or statutory requirement. It may be deleted earlier where there is no continuing need.
Retention schedule
| Record | Normal retention | Reason |
|---|---|---|
| Active account and profile information | For the life of the account. | To provide the requested service. |
| Closed account records | Core account, contract and security records for up to 6 years after closure; non-essential profile content should be deleted or anonymised sooner. | Contract, fraud prevention, complaints and legal claims. |
| Issuer-issued certificate verification records | Retained after subscription cancellation and normally for the continuing life of the verification service, unless removal is legally required or the record is proven inaccurate or unauthorised. | Ongoing verification, certificate integrity and the legitimate expectations of holders and checking parties. |
| Personal certificate uploads | While the personal account remains open, including files that become plan-locked. Normally deleted within 90 days after a valid account-deletion request, subject to legal holds. | User-controlled storage and a recovery window. |
| Public Learning Passport content | While the profile is active; removed from public access when made private. Deleted with the associated account subject to the closure period above. | Holder-controlled publishing. |
| Verification evidence and decisions | Up to 6 years after the decision or last dispute activity. | Auditability, fraud prevention and legal claims. |
| Invoices, payments and subscription records | Up to 6 years after the relevant financial year or transaction. | Tax, accounting and contract records. |
| Support and contact messages | Normally 24 months after the matter closes; up to 6 years where connected to a contract or dispute. | Support history and complaint handling. |
| Security, webhook and email-delivery logs | Normally 12 months, or longer where needed to investigate an incident or meet a legal obligation. | Platform security, delivery evidence and troubleshooting. |
What happens when an issuer subscription ends
A record may still be revoked, expired, corrected, restricted or removed where the underlying facts require it. Its public status should accurately represent the issuer’s current record.
Deletion and review
Deletion from active systems may not immediately remove copies held in protected backups. Where backups are used, they should follow a limited retention cycle and should not be restored merely to recover an account deleted through the normal process. Retention rules are reviewed at least annually and after material product or legal changes.
To request deletion or exercise another data right, email info@certichecker.com. We will assess the request against ongoing verification, legal and security needs.