Who sets the retention requirement
The organisation responsible for learner assessment records determines its retention needs, lawful basis and awarding-body obligations. Jernie processes those records according to the agreement and authorised instructions. Account closure, cancellation of billing, removal of access and deletion of evidence are different actions.
Unrenewed free trials
If an assessor or centre does not continue after its free trial, the trial workspace and its learner records/files are deleted from active storage after the 30-day download window following the recorded trial end. Working access pauses when the trial ends. An assessor trial lasts one calendar month; a separately agreed centre trial must record its actual end and deletion dates. The three-year paid archive does not apply to an unrenewed free trial.
Download and preserve any real assessment records required by your awarding body, funding contract or other obligations before the deadline. Pending payments, active uploads, ownership transfers, a documented legal hold or technical failure can prevent premature deletion while the issue is resolved; this does not extend working access. An upgrade before deletion preserves the existing workspace. Deletion from active storage is separate from the restricted expiry of provider copies described below.
Paid workspaces and exit
Paid customers can instruct Jernie to keep a private assessment archive for a standard three calendar years from the event recorded in their completed DPA and archive instruction. The event may be learner certification, completion, paid-account closure or a separately documented controller instruction; it is not assumed to be the signup date. Each archive records the actual event date, retain-until date, requirement and any audit, appeal or legal hold. Longer awarding-body, funding or legal requirements must be recorded before deletion is considered.
An archive is a dated copy of the selected assessment portfolio, including evidence files, assessment reviews, criteria and audit records. It is distinct from the working workspace and from a backup. Creating an archive does not delete its source. The owner dashboard sees archive references and retention status, not learner identities or evidence. Authorised customers can download their own completed archive.
Converted paid workspaces are excluded from trial cleanup. Cancelling renewal is not a deletion instruction. At service exit, record the controller’s choice to return or delete, archive instructions where applicable, export/access arrangements, scope, dates, holds and provider-copy expiry. A three-year due date starts a retention review; it does not override a lawful controller instruction or cause automatic paid deletion. Jernie does not promise indefinite storage or recovery.
Separate records
Trial eligibility history, account authentication, subscription/billing records, support correspondence and security/audit records have separate purposes. Trial matching records are personal data and are flagged for a necessity review after one year. A review flag is not automatic deletion. Keep only the limited records still needed for the documented purpose or applicable legal duties.
No fixed retention period is asserted for billing, security or support records where a verified schedule has not been established. Requests are assessed against the purpose, relevant legal duties and any specific dispute, rather than retained indefinitely by default.
Jernie keeps separate private records of business terms and completed DPA acceptance, including the exact version, customer/signatory, authority confirmation and time. It also keeps proportionate supplier, incident, rights-request, retention and DPIA records. These do not inherit a learner-archive period or an unrenewed-trial workspace purge. Each has a documented purpose and review date; any longer legal/dispute need is recorded and access restricted.
Backups, providers and legal holds
Deletion from live workspace storage is not a claim that every provider backup, delivery log or separate controller record disappears immediately. Provider-specific backup expiry and any remaining copies must be identified in the service’s agreed exit schedule. Retained copies must be protected, restricted to the permitted purpose and not restored to ordinary use after deletion; a recovery must reapply deletion instructions.
Do not rely on backup recovery as an evidence-retention strategy. We do not promise a recovery time, backup certification or expiry that has not been verified. Where law requires retention or a proportionate legal hold applies, record the basis, scope and review date, and tell the controller unless prohibited.
Requests and confirmation
Learners should normally start with their assessor or centre. Jernie will assist the responsible controller and handle its own controller records under the Privacy Policy. Keep request and completion records, including the date, authority, scope, exceptions and any backup expiry still pending. Do not send identity documents or confidential files in an initial email.