Policy Scope

This Data Retention Policy explains how SAAI stores, retains, archives, and deletes data related to students, users, programs, courses, internships, assessments, submissions, payments, certificates, and platform activity.

This policy applies to data collected through the SAAI website, learning dashboard, payment systems, support channels, live sessions, mentor interactions, and related digital services.

Types of Data We Retain

• Account Data: Name, email address, phone number, login details, profile details, and enrollment information.
• Learning Data: Course progress, lesson access, quiz attempts, assignment submissions, test answers, project links, evaluation results, grades, feedback, and certificates.
• Uploaded Content: Files, documents, GitHub links, project documentation, datasets, images, PDFs, or other materials submitted by students.
• Billing Data: Payment records, transaction IDs, invoices, receipts, refund records, tax details, and related financial information.
• Communication Data: Emails, WhatsApp messages, support requests, mentor notes, feedback forms, and grievance records.
• Technical Data: Login activity, device/browser information, access logs, error logs, security logs, and platform usage data.

Retention Windows

SAAI retains different categories of data for different periods depending on academic, operational, legal, tax, security, and compliance requirements.

• Account Data: Retained while the student account is active. If an account is closed or deletion is requested, the data may be deleted, anonymized, or archived after verification, unless retention is required for legal, tax, academic, dispute, or security reasons.
• Enrollment and Course Progress Data: Retained for as long as needed to provide access to courses, track completion, issue certificates, support academic records, and verify student participation.
• Submission and Assessment Data: Assignments, tests, quizzes, sprint tasks, internship submissions, project links, evaluation results, AI feedback, mentor feedback, scores, and grades may be retained for academic review, certification, plagiarism checks, dispute handling, and quality improvement.
• Certificate and Completion Records: Certificate records, completion status, program history, and verification-related records may be retained for long-term academic and verification purposes.
• Billing and Statutory Records: Payment records, invoices, receipts, refunds, tax records, and financial transaction details may be retained for the period required under applicable accounting, tax, audit, and statutory requirements.
• Support and Communication Records: Support tickets, emails, WhatsApp messages, grievance records, refund requests, and complaint records may be retained for service quality, dispute resolution, and operational reference.
• Technical and Security Logs: Platform logs, login activity, error logs, access records, and security-related records may be retained for fraud prevention, debugging, platform improvement, and system security.

Archival of Data

Data that is no longer required for active use may be moved to archived storage. Archived data is retained only for legitimate academic, legal, operational, financial, security, or compliance purposes.

• Archived data may have restricted access within SAAI.
• Archived records may be used for certificate verification, audit, dispute resolution, or compliance.
• Inactive student records may be archived instead of being immediately deleted.
• Access to archived data is limited to authorized personnel only.

Deletion Requests

Students may request deletion of their personal data by contacting SAAI through the official support channel.

• Email: support@codexautomationkey.com
• Subject line: Data Deletion Request — Student Name

The deletion request should include:

• Student name
• Registered email address or mobile number
• Program, course, batch, or internship name, if applicable
• Reason for deletion request
• Any supporting identity or account verification details requested by SAAI

Deletion and Archival Process

Once a deletion request is received, SAAI will verify the identity of the requester and review whether the data can be deleted, anonymized, or must be retained for legitimate reasons.

• Data may be deleted if it is no longer required for service delivery, academic records, legal compliance, tax records, dispute resolution, or security purposes.
• Some data may be anonymized instead of deleted where it is needed for analytics, reporting, platform improvement, or academic quality review.
• Some records may be archived with restricted access if immediate deletion is not possible or legally advisable.
• SAAI may retain minimal records to document that a deletion request was processed.

Exceptions to Deletion

SAAI may retain certain data even after a deletion request if retention is necessary for:

• Legal, tax, accounting, audit, or statutory compliance
• Payment records, invoices, refunds, and financial reporting
• Certificate verification and academic record integrity
• Dispute resolution, complaints, grievances, or refund claims
• Prevention of fraud, misuse, plagiarism, cheating, or policy violations
• Security monitoring, access control, and platform protection
• Compliance with court orders, government requests, or legal proceedings

Student Submissions and Project Work

Student submissions, GitHub links, project files, assignments, documentation, datasets, and assessment answers may be retained for evaluation, mentoring, academic review, plagiarism detection, certificate verification, and program quality improvement.

If a student requests deletion of submitted work, SAAI may remove or anonymize the content where feasible, unless the content is required for academic records, disputes, certificates, compliance, or integrity checks.

Data Used for Analytics and Improvement

SAAI may use anonymized or aggregated data to improve programs, assessments, learning outcomes, student experience, platform performance, and internal reporting.

Such anonymized or aggregated data does not directly identify an individual student and may be retained for long-term academic and operational analysis.

Access Controls

Access to retained data is limited to authorized team members, mentors, administrators, technical staff, or service providers who need the data for legitimate academic, operational, support, billing, legal, or security purposes.

• Access to sensitive records may be restricted based on role and necessity.
• Archived records may have additional access limitations.
• SAAI may maintain internal logs or records of important administrative actions.

Security of Retained Data

SAAI takes reasonable steps to protect retained data from unauthorized access, misuse, alteration, accidental loss, or improper disclosure.

However, no digital platform can guarantee absolute security. Students are responsible for maintaining the confidentiality of their login credentials and for using secure devices and networks.

Data Retention for Inactive Accounts

If a student account remains inactive for a long period, SAAI may archive, restrict, anonymize, or delete certain records based on operational requirements and applicable legal or academic obligations.

SAAI may also retain minimum account, billing, certificate, and academic records where necessary for verification, compliance, dispute handling, or fraud prevention.

Contact for Data Retention Requests

For questions about data retention, archival, or deletion, students may contact:

• Email: support@codexautomationkey.com
• Phone/WhatsApp: +91-9340126635
• Address: #S8 100, Vishnupuri, Main, Indore

Policy Updates

SAAI may update this Data Retention Policy from time to time to reflect changes in our programs, technology, legal requirements, platform operations, or internal processes.

The latest version of this policy will be published on the SAAI website.