Data Retention Policy
Effective Date: May 17, 2026
This policy outlines how MonitorExam retains and deletes data to comply with applicable regulations while providing institutions with control over their examination records.
Purpose
This policy balances the need to retain data for examination integrity, audit compliance, and legal requirements while respecting privacy principles and providing institutions with control over data retention.
Standard Retention Categories
| Data Type | Typical Retention |
|---|---|
| Exam recordings | Configurable |
| AI alerts | Configurable |
| Audit logs | Up to 12 months |
| Support tickets | Up to 24 months |
| Billing records | As required by law |
| Backups | Based on infrastructure policy |
Note: Retention periods are subject to institutional configuration, applicable law, and contractual requirements.
Institutional Control
Institutions may configure retention periods for examination data subject to:
- Legal and regulatory obligations
- Contractual requirements
- Technical limitations
- Backup and disaster recovery requirements
Institutions can set retention policies through their MonitorExam administrator dashboard or by contacting our support team.
Deletion Procedures
When data reaches its retention expiration date, MonitorExam deletes it according to the following process:
1. Flagging for Deletion
Data reaching retention expiration is flagged for deletion in our systems.
2. Backup Processing
Data may temporarily remain in backup systems according to our infrastructure retention policy (typically 30-90 days).
3. Permanent Deletion
After backup cycles complete, data is cryptographically deleted or overwritten to prevent recovery.
4. Verification
Deletion is logged and verified to ensure compliance.
Legal Holds
MonitorExam may retain data longer than standard retention periods where required for:
- Ongoing legal proceedings or investigations
- Regulatory requirements or audits
- Fraud prevention or security investigations
- Compliance with government requests
Institutions will be notified of legal holds affecting their data.
Data Export Before Deletion
Institutions may request export of data before scheduled deletion. Please contact our support team to arrange data export.