Data Retention Policy

Effective Date: 2026-03-19

Overview

This Data Retention Policy explains how long Kids on the Yard retains different types of data, the reasons for retention periods, and how data is securely disposed of when no longer needed.

We retain data only as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce agreements.

Data Retention Principles

Core Principles

1. Purpose Limitation: Data retained only for specified, legitimate purposes
2. Minimization: Retain minimum data necessary for each purpose
3. Accuracy: Regularly review and update retained data
4. Storage Limitation: Delete data when retention period expires
5. Security: Protect retained data with appropriate safeguards

Legal Bases for Retention

We retain data based on:

• Contractual Necessity: To provide and improve our services
• Legal Compliance: To meet regulatory and legal requirements
• Legitimate Interests: For business operations and improvements
• Consent: Where you have consented to specific retention

Retention Schedules by Data Category

Account and Profile Data

Educational and Service Data

Session Recordings (Video/Audio)

Session recordings are stored securely on AWS S3 with CloudFront delivery. Retention periods vary by recording category:

Recording retention follows the tiered schedule above. The tier that applies to a given recording is determined at the time of any incident or by the routine retention rule by default.

Recording Access and Sharing:

• Recordings are accessible only via time-limited, signed URLs
• Shared recordings expire automatically (default: 24 hours)
• Access is logged for security and compliance
• Parents receive email notifications when recordings are shared

Financial and Billing Data

Communication Data

Technical and Usage Data

Marketing and Consent Data

Legal and Compliance Data

Special Categories

Children's Data (Under 13)

Enhanced protections for children's data:

• Minimum data collection
• Parental consent verification retained for 5 years
• Data deleted within 30 days of consent withdrawal
• Annual review of necessity for retention

Special Education (SPED) Records

Employee and Contractor Data

Data Disposal Procedures

Electronic Data

1. Identification: Identify data reaching end of retention period
2. Review: Confirm no legal holds or exceptions apply
3. Secure Deletion: Use approved secure deletion methods
4. Verification: Verify successful deletion
5. Documentation: Log deletion in audit trail

Secure Deletion Methods

• Standard Data: Secure overwrite (3-pass minimum)
• Sensitive Data: Cryptographic erasure or physical destruction
• Backup Data: Included in deletion cycles
• Cloud Data: Certified deletion from provider

Physical Records

1. Collection: Gather physical records for destruction
2. Secure Storage: Store securely until destruction
3. Destruction: Cross-cut shredding or incineration
4. Certification: Obtain destruction certificate
5. Documentation: Log destruction in records

Exceptions to Retention Periods

Legal Holds

Data may be retained beyond standard periods when:

• Subject to pending or anticipated litigation
• Under regulatory investigation
• Subject to legal preservation order
• Required for ongoing legal proceedings

Regulatory Requirements

Extended retention when required by:

• Court orders
• Government investigations
• Regulatory audits
• Tax authority requests

User Requests

Extended retention when:

• User requests data preservation
• Data needed for ongoing dispute resolution
• Consent given for longer retention

Your Rights

Access Your Data

Request a copy of data we retain about you:

• Submit request via email or portal
• Response within 30 days (45 for complex requests)
• Provided in portable format upon request

Request Deletion

Request deletion of your data:

• Subject to legal retention requirements
• Processed within 30 days
• Confirmation provided upon completion

Data Portability

Request data in portable format:

• Common machine-readable format
• Direct transfer to another service where feasible

Automated Retention Management

Systems and Processes

• Automated Flagging: Data flagged when approaching retention end
• Review Workflows: Human review for sensitive categories
• Deletion Scheduling: Automated deletion queues
• Audit Logging: All retention actions logged
• Exception Handling: Legal holds automatically applied

Regular Reviews

Contact Information

For data retention questions or requests:

Data Management Team Kids on the Yard Limitless Virtue LLC 9701 NE 2nd Ave, Suite #1069 Miami Shores, Florida 33138 U.S.A

Related Policies

• Privacy Policy - Complete privacy practices
• AI Disclosure - AI data handling
• COPPA Consent - Children's data
• Incident Response - Data breach procedures

This Data Retention Policy is subject to change. Material changes will be communicated via email or website notice.