Pilot data process

Data Retention & Deletion

Last updated: 28 September 2026

This page explains the current controlled-pilot process. It does not promise a retention period that has not yet been approved.

While a library uses the service

Account, student, membership, attendance, payment, seat, locker, audit and configuration records are retained as needed to operate the library workspace, protect accounts, troubleshoot problems and maintain reliable recovery.

Deactivation and suspension are not deletion

Manual library deactivation does not automatically delete tenant data. It is an operational access control.
Subscription suspension does not delete data. It may restrict operational access while preserving the workspace.
Removing a Manager's access does not by itself delete the library's records.

How to request export or deletion

Before deletion, an authorized library Owner should request any needed export. A deletion request must be explicit and must identify the library and account email. The service may verify the requester's identity and authority before acting. During the pilot, send the request to the coordinator who provisioned the library; the permanent support email is still being finalized.

Deletion will be handled as a controlled process and may be delayed where information must reasonably be preserved for security, dispute resolution, legal obligations or protection against misuse. The requester will be told if a request cannot be completed as asked.

Backups and recovery copies

Operational deletion may not immediately remove copies held in recovery backups. Backup copies may remain for a limited recovery cycle and are intended for disaster recovery, not ordinary use. They are removed or overwritten through the applicable backup lifecycle.

Owner policy decision required.The exact retention periods for active records, closed libraries, audit records and recovery backups have not been finalized. The owner must approve and publish these periods before wider commercial launch.

After deletion

Once operational records are deleted and any recovery copies expire, restoration may not be possible. A library should confirm that it has retained any records it is legally or operationally required to keep before asking for deletion.