Terms & Conditions
Clear guidelines that define how Asaman works and protects its users.
Terms of Services
Global Privacy Policy
Data Processing Agreement
Cookies And Tracking Policy
Acceptable Use Policy (AUP)
AI And Safeguarding Statement
Data Protection And Security Overview
Data Retention And Off-Boarding Policy
Parental Consent And Minor Data Notice
Asaman Data And Privacy Governance Framework
Data Retention And Off-Boarding Policy
Effective Date: Oct 28th, 2025
This policy defines how long Asaman retains data and the procedures for data deletion when schools or users discontinue service. It ensures compliance with data protection regulations and provides clear guidelines for data lifecycle management.
- Purpose
- The Scope
- Student, parent, and staff profiles
- Activity and attendance records
- Schedules, timetables, and provider details
- Payment, billing, and transaction data
- Communications and reports
- Uploaded documents, images, and lesson materials
- System logs, analytics, and backups
- Core Retention Principles
- Data Ownership: The data of all schools remains the exclusive property of the School.
- Purpose Limitation: Data is kept only for as long as necessary to provide services or comply with the law.
- Security and Confidentiality: All retained data is encrypted and access-controlled.
- Transparency: Schools are informed of all applicable retention and deletion periods.
- Right to Erasure: Schools can request deletion at any time through the platform or by providing written notice.
Standard Retention Periods
Layer Active Retention Archive Period After Termination Final Deletion Deadline Purpose / Legal Basis Student/Parent/Staff Profiles While subscription active 90 days 12 months Service delivery & compliance Attendance, Scheduling, and Reports While subscription active 90 days 12 months Academic and safeguarding records Communication & Notification 24 months 90 days 12 months Transparency & operational traceability Payment & Financial Data 7 years - - Accounting and statutory audit requirements Uploaded Documents/Media While subscription active 90 days 12 months Platform functionality System & Access Logs 12 months 90 days 12 months Security auditing & diagnostics - Data Export And Off-boarding Process
- Notification: The School confirms termination or non-renewal in writing.
- Access Period: The platform remains read-only for up to 90 days to allow data export.
- Self-Service Export: Administrators can export data directly through the dashboard in CSV, Excel, or PDF formats.
- Assisted Export (Optional): Asaman provides a secure, encrypted download of all data sets upon request.
- Confirmation: Asaman issues a written confirmation and begins secure deletion once export is completed.
- Secure Deletion And Verification
- All databases linked to the School are deleted from production servers.
- Encrypted backups containing related data are overwritten during the next 30-day backup cycle.
- Cryptographic erasure ensures data cannot be reconstructed.
- A deletion log is retained internally for audit verification for six (06) months, containing only anonymized metadata.
- Once deletion is complete, data cannot be restored or recovered.
- Early Deletion or Partial Requests
- An authorized administrator must submit the request, which will be executed within 30 days of receiving written confirmation.
- Legal or financial records required for compliance (e.g., invoices) are retained until the applicable statutory period has expired.
- Backup Management
- Full encrypted backups occur daily, with incremental snapshots taken hourly.
- Backups are stored only in the same geographic region as the School's primary data.
- Deleted data is fully purged from all backups within 30 days.
- Access to backup environments is limited to authorized security personnel.
- Legal or Regulatory Retention Exceptions
- To comply with applicable laws or tax regulations.
- To resolve ongoing legal disputes or protect contractual rights.
- To respond to government or judicial requests.
- To investigate misuse or fraud.
- Once such obligations expire, data is securely deleted in line with Section 6 (Secure Deletion and Verification).
- Verification And Auditing
- Asaman's Data Protection Office conducts annual internal audits to confirm compliance with this Policy.
- Upon written request, contracted Schools may receive an audit summary report or deletion certificate confirming the final status of their data.
- Roles And Responsibilities
- Asaman (Processor): Responsible for secure storage, deletion, and verification.
- School (Controller): Responsible for initiating data-export or deletion requests and maintaining its records of processing activities.
- Sub-Processors: Bound by contractual terms and required to follow identical deletion timelines.
- Contact Information
- Data Protection Office: Asaman Technologies Ltd.
- Email: support@asaman.net
- Website: www.asaman.net
- Governing Law: Singapore
- Commitment Statement
This policy governs how Asaman Technologies Ltd. manages, retains, exports, and deletes information processed through its platform. It ensures transparency for schools, administrators, and parents regarding data storage duration, retrieval methods, and data deletion post-contract termination. This policy is part of the contractual framework with client schools and must be read alongside Asaman's Terms of Service, Data Processing Agreement (DPA), and Privacy Policy.
This policy applies to all personal and institutional data stored or processed by Asaman on behalf of subscribing schools. The policy covers live systems, test environments, and encrypted backup archives.
This section describes the process that occurs when a School's contract ends or is not renewed.
After the 90-day archive period, deletion and verification are carried out as follows:
Schools may request deletion of specific records (e.g., former students) at any time.
Asaman may be required to retain specific data for a longer period in limited circumstances:
Asaman Technologies Ltd. guarantees that every partner school retains complete ownership and control of its information. Our retention and off-boarding processes are transparent, secure, and verified, ensuring that educational data is handled ethically, retained only as long as necessary, and permanently erased when no longer required.