Data retention

SoftSys Edu Analytics applies a different retention policy depending on the tenant’s plan. This page details what is deleted automatically, what is kept, and how this aligns with GDPR / LOPD-style obligations.

Summary by plan

Plan	Telemetry retention window	Notes
Free	30 days UTC (rolling window)	Automatic purge every 30 min by the API worker. See details below.
Starter	90 days	No automatic purge — full history kept within the window.
Professional	1 year	No automatic purge.
Enterprise / Reseller	Custom by contract	No automatic purge; retention defined in the agreement.

What gets deleted on the Free plan (30 days)

When a tenant is on the Free plan, an automated job deletes all telemetry and derived data older than 30 days UTC. The cutoff is computed by UTC calendar day for aggregate tables and by epoch timestamp for raw event tables.

Data purged automatically

Resource	Criterion
Raw events (`events`)	`server_timestamp` older than cutoff
Sessions (`sessions`)	Last activity older than cutoff
Daily aggregates (`daily_aggregates`)	Date older than cutoff
Hourly aggregates (`hourly_aggregates`)	Date older than cutoff
At-risk scores (`at_risk_scores`)	Update older than cutoff
Alerts (`alerts`)	Creation older than cutoff
Report jobs (`report_jobs`)	Request older than cutoff
Report artifacts in R2	Associated with deleted jobs (deleted by key)
Old exports (`exports`)	Creation older than cutoff; R2 object deleted
Activity time logs	Date older than cutoff
Viewer access audit	Creation older than cutoff

Data NOT deleted (on any plan)

The retention job never touches these tables, regardless of plan:

Moodle-synced entities: tenants, users, courses, enrollments, grades, activities. These are synced from the Moodle plugin and represent current state, not historical telemetry.
Tenant configuration: API keys, alert rules, monitors, branding, custom domains.
Data belonging to non-Free tenants: Starter, Professional, Enterprise and Reseller keep full history.

Effect on reports and dashboard

Report jobs and R2 artifacts older than the cutoff are deleted. New reports are regenerated using data within the 30-day window.
The dashboard UI may show empty history until fresh data enters the visible window.
The Free-plan banner in the dashboard links to this policy and to the related section in the FAQ.

SoftSys Edu Analytics applies several privacy-by-design principles (GDPR Article 25):

Minimal personal data

Hashed IPs: IP addresses are never stored in plaintext. The ingest worker computes SHA-256(ip + salt) before persisting any record and discards the raw IP.
Plugin-level IP opt-out: the Moodle plugin supports an option to exclude IPs entirely from the payload before sending (see Moodle plugin).
No content: SSEA does not store activity content (forum post bodies, quiz answers, uploaded files). Only event metadata: who, when, which activity.

Data subject rights

The Moodle plugin exposes a standard Moodle Privacy API provider (classes/privacy/provider.php) that enables:

Data export for a user through Moodle’s standard flow.
Right to be forgotten: when Moodle deletes a user, the plugin immediately stops generating events for that user.
Coordinated requests: to delete historical data already sent to SoftSys Edu Analytics, contact SoftSys Solutions support.

Tenant isolation

All database queries include a mandatory filter by tenant_id. There is no production admin API that permits cross-tenant reads. See Security & privacy for more detail.

Requesting changes or deletion

If you need to:

Export all historical data for your tenant
Delete specific data outside the automatic retention window
Extend retention beyond what your current plan offers
Adjust contractual retention terms (Enterprise plans)

…contact the SoftSys Solutions support team through the agreed channel.

Revisions and changes

This policy can be updated. Relevant changes (e.g. window adjustment, affected tables, affected plans) will be published on this page and announced through the support channel. Enterprise tenants with specific SLAs receive prior notice.