Overview

Aptems data retention product setting simplifies compliance with data privacy regulations and industry standards for government-funded training.

Customers who do not utilise this feature can choose to manually request Personal Identifiable Information (PII) removal as described in Data Removal Process.

Customers can define their retention periods, enabling compliance with regulatory requirements and reducing administrative overhead. This self-service capability empowers organisations to manage PII effectively while eliminating the need for repeated manual requests and external support.

Configuring the Data Retention Setting

Admins will need to be assigned the ‘Manage Data Retention’ role. This will give Admin access to the data retention settings page. This setting page is located within Tenant Settings and therefore also requires ‘Manage Tenant Settings’ role.

By default, this role is not assigned to any Admin users, ensuring that access must be explicitly granted.

Admins can then follow these steps:

• Navigate to the Data Retention Settings Page:
  • Go to Tenant Settings > General > Data Retention

• Select Enable
  • This will open the Data Retention Settings whereby Admins can specify the retention period:
    • Enter the desired retention period in years. This determines how long PII will be retained before being anonymised.
    • The default for this field is 6 years. This has been added to ensure no active data is accidentally removed.
    • This page details information about how the retention period is applied and the consequences of anonymisation.

• Confirm Retention Period
  • When setting the retention period, the system will display a count of user records that have reached their retention threshold and will be anonymised during the next anonymisation process.
  • A confirmation modal will appear, stating how these options will affect the tenant. For example:

• • Confirm or cancel as appropriate.

Logic of the Retention Period

Final Funding Date:

• The system uses the "Final Funding Date" to determine when the retention period begins.
• This date is updated automatically in the database whenever changes affecting the learner’s ILR funding claims are made.
• The logic to calculate this field is as follows:
  • The 'Final Funding Date' will not be calculated when there are open aims. An Aim is considered open when it has a Completion status of: 1 (Continuing)
  • The 'Final Funding Date' for the Learner will be calculated when all aims are considered closed. ILR aims are considered closed when they have a Completion status of:
    • 2 (completed)
    • 3 (withdrawn)
  • The 'Final Funding Date' will be the latest of the aim end dates. The aim end date will be the greatest of the aim’s actual end date and achievement date.
• The following aims will be ignored to calculate the 'Final Funding Date'
  • ILR Aims with Completion status 6 (break in learning)
  • Excluded at aim level
  • Part of an ILR with status Excluded
  • If all aims are ignored the 'Final Funding Date' will not be calculated.

Data Access and Reporting

• The "Final Funding Date" can be found in OData, allowing customers to track learners scheduled for future removal from the system.
• The "Final Funding Date" can also be accessed in UGR report, providing enhanced visibility into records nearing their retention thresholds.

Removal Process

• Records are removed from the system view when today’s date exceeds the "Final Funding Date" plus the retention period.
• The process is the same as the manual process as described in User Data Removal Process.