Data Retention and Deletion Policy

This Data Retention and Deletion Policy applies to SmartMaya websites, product accounts, AI tools, LMS and classroom features, education and training services, implementation services, partner-license support, digital products, support workflows, billing records, security records, and related WiselyWise operations where this policy is referenced.

Separate customer agreements, school agreements, partner agreements, statements of work, DPAs, or legal requirements may set different retention, deletion, export, backup, or audit obligations for a specific customer, school, partner, project, or service.

WiselyWise keeps data only for as long as reasonably needed for the purpose for which it was collected, including product delivery, account administration, personalization, education delivery, implementation work, partner-license administration, support, billing, tax, security, audit, abuse prevention, legal compliance, dispute resolution, business operations, and service improvement.

Retention periods vary depending on the data category, product feature, customer plan, classroom setup, implementation project, partner relationship, legal requirement, and customer instructions.

Where practical, WiselyWise may delete, anonymize, aggregate, restrict, or archive data when it is no longer needed for active service delivery or legitimate business, legal, security, or operational purposes.

Where a law, regulation, customer agreement, school requirement, or signed DPA requires a different retention or deletion period, WiselyWise will handle the relevant records according to that requirement.

Account records may include name, email address, login provider, organization, workspace, role, profile settings, preferences, authentication records, plan details, and administrative settings.

Product records may include prompts, uploaded files, generated outputs, saved context, user edits, approvals, feedback, tool-use records, workspace activity, learning activity, classroom activity, course progress, support messages, and related operational records.

SmartMaya may retain profile, context, learning, workspace, and tool-use information where needed to personalize outputs, provide continuity, support the user experience, troubleshoot issues, improve features, or meet customer configuration requirements.

For SmartMaya LMS, classroom, school, education, learner-facing, or student-support features, records may include account details, classroom membership, course enrollment, assignment or activity records, learning progress, consent or authorization records, teacher/admin actions, support records, safety records, and security logs.

Retention and deletion of student-related records may depend on the school, institution, parent, guardian, customer agreement, applicable law, or authorized administrator instructions.

WiselyWise does not sell student personal data and does not intend to use student personal data for behavioral advertising.

For implementation, consulting, training, onboarding, integration, migration, automation, Zoho or business-system work, and managed services, WiselyWise may retain project records, access records, configuration notes, statements of work, approvals, deliverables, support history, issue logs, meeting notes, and related operational records.

These records may be retained for project continuity, warranty or support handling, audit, billing, dispute resolution, customer relationship management, and legal or contractual compliance.

Where WiselyWise resells, refers, lists, recommends, configures, supports, or administers partner products, licenses, subscriptions, integrations, marketplace products, affiliate links, or referral offers, WiselyWise may retain records needed to activate, administer, bill, renew, support, troubleshoot, document, or evidence the relationship.

Third-party and partner providers may have their own retention and deletion practices. Customers are responsible for reviewing those providers' terms where they choose to use those products or links.

WiselyWise may retain invoices, payment metadata, subscription records, refund records, order forms, proposals, contracts, statements of work, partner records, tax records, accounting records, dispute records, and related commercial documents for as long as needed for legal, tax, audit, accounting, enforcement, and business-record purposes.

Some commercial and legal records may be retained after account closure, service cancellation, data deletion, or project completion where permitted or required by law or contract.

WiselyWise may retain login events, administrator actions, audit logs, security logs, abuse reports, rate-limit events, incident records, provider notices, authority requests, access restriction decisions, workforce or partner offboarding records, fraud-prevention records, moderation records, consent records, data request records, and system diagnostics where needed to protect services, investigate incidents, enforce terms, support customers, preserve evidence, or meet legal obligations.

Security and audit records may be retained even after some product data is deleted where retention is reasonably needed for security, fraud prevention, legal compliance, dispute resolution, or audit integrity.

Deleted data may remain for a limited period in backups, logs, caches, archives, disaster-recovery systems, or provider systems before being overwritten or removed according to applicable backup and operational cycles.

WiselyWise may not be able to immediately remove every residual copy from backups or logs, but will use reasonable processes to prevent restored deleted data from being used for active service delivery except where needed for legal, security, backup recovery, or operational reasons.

Users may request deletion, correction, access, export, restriction, objection, or other privacy action through the signed-in SmartMaya Data Request flow where available, or by emailing [email protected].

WiselyWise may need to verify the requester, account ownership, workspace authority, parent or guardian authority, school authorization, customer authority, or legal basis before acting on a request.

A deletion request may result in deletion, anonymization, restriction, account closure, partial deletion, or retention depending on the data category, identity verification, legal obligations, contractual obligations, customer instructions, school requirements, security needs, billing records, dispute records, backup practices, and technical feasibility.

WiselyWise may retain data where needed for legal compliance, tax, accounting, billing, fraud prevention, security, abuse prevention, dispute resolution, contract enforcement, audit, backup integrity, service continuity, partner administration, or legitimate operational purposes.

WiselyWise may decline or narrow a deletion request where the requester cannot be verified, lacks authority, requests deletion of another person's data without authority, or where deletion would conflict with law, customer instructions, school obligations, contractual duties, or another person's rights.

For business, school, institution, partner, or enterprise workspaces, the customer or authorized administrator may control user access, classroom membership, retention instructions, exports, deletion requests, and account lifecycle decisions.

Users in customer-administered workspaces may need to route some requests through their employer, school, institution, program sponsor, or workspace administrator.

WiselyWise may update this Data Retention and Deletion Policy as SmartMaya products, education services, implementation services, partner relationships, data systems, legal obligations, security needs, and operational practices evolve.