Retention Periods
AI-School offers the ability to set retention periods per collection. A collection is a set of similar data. For example, there is a "Schools" collection and a "Chats" collection.
For some collections, this option is not available. This is the case for data where it does not make sense for it to automatically expire after an end date.
Setting Retention Periods
The board admin can set retention periods in the environment, under the heading "Data retention."
Defaults are already set, but these can be changed per environment.
- chats and chat messages are deleted by default after 3 months
- lessons are deleted by default after 3 months
- groups and class groups are kept by default until August 1; from August, August 1 of the following calendar year is used
- students and staff are deleted after 8 years
The board can adjust the supported retention periods for their own environment. The current setting in the admin environment is therefore leading for that environment.
Temporary Processing by AI Model Providers
When an AI model is used, the provider processes the prompt and necessary context to generate a response. Any technical retention by that provider is not covered by the retention periods mentioned above for the AI-School database. The duration varies per provider, model, endpoint, and function and may be necessary, for example, for abuse detection. Where supported, AI-School uses privacy settings such as disabling model training or zero data retention.
See Subprocessors for the distinction between AI-School’s own storage and processing by external providers.
How Data Retention Works
When a new record is added to the collection, an automatic expiration date is immediately calculated based on the settings in Data retention.
For example, a chat is added on April 18, 2024, and the data retention is set to 3 months. Then an expiration date of July 18, 2024, is assigned to the record.
We use the Firebase TTL policy functionality. Firebase detects the expiration date field and automatically cleans up records that are past the expiration date. This happens about 24 hours after the expiration date.
