Data Retention & Deletion Policy

Last updated: September 9, 2026 · Version 2026-09-09

This page explains how long SwayForm LLC keeps different kinds of data described in our Privacy Policy and Student & Children's Privacy Notice, and how to request deletion. We keep data only as long as reasonably necessary for the purpose it was collected for, then delete or de-identify it.

Data	Retention	What happens after
Account profile (name, school, role) & lesson progress	While the account is active	Purged from live systems within 30 days of a verified account-deletion or account-closure request
An entire school's data (school leaves the platform, or requests full deletion)	Until a verified deletion request from an authorized school representative	Completed within 45 days of that request
Session cookie	Up to 7 days	Expires automatically
Terms/Privacy acceptance record	Life of the account, plus 3 years	Kept as proof of consent even after other account data is deleted, then purged
Contact-form / sales inquiries	Up to 12 months, or sooner once resolved	Deleted or archived out of active systems
Hosting/security logs	Up to 12 months	Rolled off by our hosting provider
Backups containing any of the above	Roll off within 30 days after the source data is purged from live systems	Backups age out and are not separately mined for deleted records
Code written in the Learning Portal editor (drafts)	Stored locally on your device/browser — not on SwayForm's servers	SwayForm cannot delete what it never received; you and your school control local deletion
Code submitted to the "Run on Robot" approval queue, and its execution output	Retained on SwayForm's servers for 90 days after the submission reaches a final state (succeeded, failed, rejected, or cancelled)	Deleted automatically after that window, or sooner if the student's account is deleted
Live camera/sensor data on S1	Not stored by SwayForm as of the date of this policy	Not applicable — see Privacy Policy §2
De-identified/aggregated usage data	May be retained longer, since it is not personal information	Not re-identified — see Privacy Policy §3

How to request deletion

Students and parents: contact your school first where possible (your school can reach us on your behalf and verify your identity/authority quickly), or email contact@swayform.net directly.
Schools: an authorized school representative (the account holder who signed up, or an admin listed on the account) can email contact@swayform.net to request deletion of an individual student's data or the entire school's data.
We will verify that a deletion request is coming from an authorized person before acting on it, consistent with how COPPA and Georgia's student-data law expect these requests to be handled.

Backups and residual copies

Like most services, SwayForm maintains routine backups for disaster-recovery purposes. Deleting a record from our live database does not instantly delete every historical backup — backups are retained for a limited window (up to 30 days) and are not restored or mined for individually deleted records; they simply age out and are overwritten on our provider's normal schedule.

Contact

Questions about this policy, or a deletion request, can be sent to contact@swayform.net.

SwayForm is in pilot development. As our infrastructure and school base grow, we intend to build a dedicated admin tool for a school to trigger its own full data export/deletion, rather than relying solely on a manual request to this email address.