Data Retention Policy

Version: 23 August 2026

The Compliance Classroom

The Compliance Classroom retains personal information only for as long as it is reasonably required for the purpose for which it was collected or where retention is necessary to meet contractual, legal or legitimate business requirements.

Active Learner Accounts

Learner account information and associated training records will normally be retained while the learner is authorised to use The Compliance Classroom and for as long as reasonably necessary to provide and administer the training service.

For learners accessing training through an organisational licence, this will normally include the period during which the organisation maintains an active licence and the learner remains authorised to use the service.

Inactive Learners

Where an organisation removes a learner or a learner no longer requires access, their account access may be disabled while relevant training and completion records are retained for an appropriate period.

This allows organisations to maintain evidence of training already undertaken and enables The Compliance Classroom to administer its contractual and data protection obligations.

Organisation Administrator Accounts

Information relating to nominated organisational training administrators will normally be retained while the individual remains authorised to administer the organisation’s training.

Where an administrator is replaced or no longer requires access, their administrative permissions will be removed or disabled. Limited account or audit information may be retained where reasonably necessary for security, accountability, contractual requirements or the administration of historical training records.

Further information is available in our Organisation Administrator Privacy Notice.

Individual Learner And Customer Accounts

Where an individual purchases training directly from The Compliance Classroom, account and training information will be retained for as long as reasonably necessary to provide access to the purchased training, maintain appropriate training records, provide certificates and administer the customer relationship.

Information that is no longer required will be deleted or anonymised in accordance with applicable legal and business requirements.

End Of An Organisational Licence

When an organisational licence ends, learner access will normally be disabled.

Personal information processed on behalf of the organisation will then be retained, deleted or anonymised in accordance with the organisation’s documented instructions, applicable data protection requirements and the retention periods set out in this policy.

Where appropriate and technically available, The Compliance Classroom may assist the organisation in obtaining relevant training or completion records before deletion.

Organisational Learner Data Retention

Unless a different period is required or agreed, The Compliance Classroom will normally retain organisational learner account information and associated training records for up to 12 months following the end of the organisation’s licence.

Information may be deleted earlier where instructed by the Data Controller and where no applicable legal, contractual or technical requirement prevents deletion.

Information may be retained for longer where:

a different retention period has been agreed with the Data Controller;
continued retention is required by law;
information is required for the establishment, exercise or defence of legal claims; or
information temporarily remains within secure backups pending the normal backup deletion cycle.

Customer And Transaction Records

Records relating to purchases, payments, invoices, refunds and financial transactions may be retained separately from learner accounts for the period required to meet applicable accounting, taxation, contractual and legal requirements.

Where transaction records must be retained for these purposes, they may be retained after the associated learner account has been deleted.

Information relating to orders and payments may also include records of preferences or choices made during the checkout process where it is necessary to demonstrate or administer those choices.

Contact Form, Enquiry And Support Records

Where you contact The Compliance Classroom through our website contact form, by email or through another direct communication method, we may retain the information you provide for as long as reasonably necessary to respond to your enquiry, manage any resulting relationship and meet legitimate business, contractual or legal requirements.

This may include:

your name;
organisation, where provided;
email address;
the content of your enquiry;
our response and related correspondence; and
any other information you choose to provide.

Contact-form submissions may be stored within our website administration system as well as being delivered to our business email account.

Information submitted through our contact form is not retained indefinitely without an identified purpose.

Technical support and account-administration correspondence will similarly be retained only for as long as reasonably necessary to resolve the matter, maintain an appropriate record of the support provided or meet relevant contractual, security or legal requirements.

Marketing Preferences

Where an individual chooses to receive optional marketing communications, we may retain information necessary to record and manage that preference.

Where consent is withdrawn or an individual unsubscribes, we may retain limited information necessary to record that preference and ensure that further optional marketing communications are not sent contrary to their wishes.

Marketing preferences are managed separately from training purchases, learner accounts, contact-form enquiries and essential service communications.

A purchase, account registration or contact-form submission does not, by itself, constitute consent to receive optional marketing communications.

Cookies, Consent And Analytics

Information relating to cookie preferences and consent choices may be retained where necessary to remember and demonstrate the choices made by website visitors.

Where a visitor consents to analytics, analytics information is retained in accordance with the configuration of the relevant analytics service and our Cookie Policy.

Optional analytics technologies are not enabled for analytics purposes where the required consent has not been provided.

Backups

Personal information contained within secure backups may not always be capable of immediate individual deletion.

Where this applies, the information will remain protected, will not be restored or used for unrelated purposes, and will be deleted or overwritten through the normal backup lifecycle.

Deletion And Anonymisation

When personal information reaches the end of its applicable retention period and there is no reason for continued retention, it will be securely deleted or anonymised where reasonably practicable.

Anonymised information that can no longer be linked to an identifiable individual may be retained for statistical, service improvement or business analysis purposes.

Relationship With Other Privacy Documents

This policy should be read alongside our:

Review Of Retention Periods

The Compliance Classroom will review its retention arrangements periodically and when there are significant changes to its services, technology, data-processing activities or legal obligations.

Personal information will not be retained indefinitely without an identified purpose or other appropriate justification.