By default, student sessions are automatically archived 6 months after the students have taken their exam. This is in accordance with European GDPR regulations which stipulate that private data should be kept for as little time as needed for the purposes of the business.
When a student session gets auto-archived, all recordings, photos and uploaded documents from that session get permanently deleted. The session also gets anonymised: their email and name are obfuscated and cannot be reverse-engineered. The only data that is preserved is:
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The dates and time at which the exam was taken
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The review status of the session and the overall review comment
As a customer, you are the owner of your exam takers' data and can therefore change this behaviour at the Institute level (you need to do this for each institute).
Session retention settings
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In Settings → Session Retention you will find the retention settings for all student sessions
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You can change the default retention period (6 months) to any other period you want, e.g. 12 months. If you don’t want to auto-archive sessions, set this value to a large value, e.g. 120 months (10 years). It is not possible to completely disable auto-archiving. Choose a period that matches your legal requirements, considering the privacy of the students.
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Sessions that were created before this feature was released on 18 November 2024 won’t be auto-archived, unless you choose to also allow auto-archiving of prior session by clicking Allow archiving of prior sessions. This is a one-time, non-reversible action! Once you allow auto-archiving of old sessions, all sessions older than the retention period will be archived within the next 24 hours.
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You can also see a list of sessions you decided to preserve (prevent auto-archiving). Those will never be archived, until you toggle the preserve option in the backoffice.
Preserving sessions that you don’t want to have auto-archived
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When viewing a session in the backoffice, you have the option to preserve the session
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The Archival time indicates the auto-archival date for this session (in your local time)
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Clicking the Red Cross
button will toggle preserving the session, after which you’ll see a green checkmark
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The session will now appear in the list of preserved sessions in your Institute’s settings.
Session auto-archiving support in the API
If you’re using our API, you can check and update the session_retention_period
attribute for an institute by using the /api/v3/institutes endpoint; and update the preserve
attribute of a student session with the /api/v3/exams/:exam_id/student_sessions endpoint.
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