Data retention
Our current pre-launch terms and record-handling commitments.
Read together: Privacy · Terms · Data retention ·
Covenant Academy is operated by Australian National Covenant Message Inc, referred to here as Covenant Message. This policy covers enquiries at covenant.academy, learning records at learn.cov.academy and Academy enquiry/support email. Read it with the Privacy policy and Terms of use. The Academy has not launched yet. Contact info@cov.academy about your records.
1. Our approach
We keep a small completion record so Academy certificates can be checked. Other personal information is kept for the periods below or removed earlier on request. Access, correction and deletion requests are handled manually now. Automatic expiry and deletion tools are being rolled out; publication of this policy does not mean those tools are already active. Until then, the Academy is responsible for applying these commitments manually.
These are Academy policy commitments, not a claim that an accredited-provider retention rule applies. Academy certificates are completion certificates, not Australian Qualifications Framework qualifications.
2. Completion records we keep
After a course is successfully completed, we keep the learner’s name, email address, course, successful outcome, completion date and certificate identifier as a permanent completion record. It is used to verify completion and provide a certificate copy, not for marketing without separate permission. The record contains no answers, detailed marks, feedback, profile photo or lesson progress.
The completion record is kept when an account and other learning data are deleted. You can request correction of your name or email. This policy does not remove any rights you may have under applicable law; contact info@cov.academy if you have a concern about keeping the record.
3. Retention periods
Account details and profile information are kept while an account is active, unless deletion is requested. Accounts with no completed course have no completion record to preserve.
Learning data, including enrolments, progress, attempts, answers, marks and feedback, is kept during study and for up to 12 months after course completion, then deleted. It is removed earlier on an accepted deletion request. Data from unfinished courses is removed when the account is deleted.
Enquiry entries in the Google Sheet and the associated email notifications are kept for 12 months from the enquiry, then deleted, or earlier on request. Profile photos, preferences, chat/forum content and other account information are included in account-deletion handling. A completion record is the limited exception described above, subject to applicable law.
Host/security logs and provider backups are separate systems. Their actual retention settings have not all been confirmed. This policy does not promise a particular backup-expiry date or immediate removal from every provider copy. Where a backup is restored, relevant deletions need to be applied again.
4. Inactive accounts
An account is inactive after 24 months without login or learning activity. The Academy will send a notice to the account email 30 days before expiry and a final reminder 7 days before expiry, stating the planned deletion date. Logging in or resuming activity before that date cancels expiry.
On expiry, account and learning data are deleted. Any completion record is kept. Staff accounts are reviewed manually rather than treated as ordinary inactive learner accounts. These notices and expiry checks are handled manually until automation is active; no automated reminder or expiry system is claimed here.
5. Requesting access, correction or deletion
Email info@cov.academy, preferably from the email address on the account or enquiry. Say whether you want a copy of your information, a correction or deletion. Do not send your password. We may verify control of the account email or ask for information needed to identify the correct record.
We will acknowledge a request within 5 business days and complete it within 30 calendar days. If a legal restriction or identity problem prevents full completion, we will explain what remains and why within that period.
For account deletion, we remove the account, profile photo, preferences, enrolments, progress, attempts, answers, detailed marks, feedback and chat/forum content held by the Academy, except the completion record. Relevant enquiry and support copies are included unless a legal requirement prevents removal. We confirm what was removed and what was kept. For enquiry deletion, we remove the relevant Sheet entry and notification email copies.
6. Information already sent to Google
Only learner accounts with a recorded date of birth showing they are 18 or older can have written answers sent to Google’s unpaid Gemini service with assessment material. Written answers from learners under 18, or without a recorded date of birth, are saved for manual teacher marking rather than sent to an AI marker. See the Privacy policy for the full explanation. Google may use inputs and outputs to improve products and have them reviewed by people. The Academy cannot pull back or erase content already processed by Google under its own terms. Do not put personal, confidential or sensitive information in answers. Deleting Academy records does not guarantee deletion from Google’s systems.
7. Young learners
The minimum age for a learning account is 14. Date of birth is collected at sign-up and used only to check the minimum age and whether AI marking is allowed. Existing learners without a recorded date of birth are asked to add it before continuing. It is deleted with the account and is not part of the permanent completion record or anonymous statistics. The sign-up form does not collect a parent or guardian email address. Requests involving a young learner need to be handled with care and the correct authority established before information is released.
8. Concerns and review
Email info@cov.academy with retention or privacy concerns. Explain the issue and the outcome you want. Information about Australian privacy rights and complaints is available from the Office of the Australian Information Commissioner at https://www.oaic.gov.au/. Covenant Message adopts this policy as voluntary good privacy practice without limiting any legal rights you have.
The Academy will review this policy as its services and retention tools develop. A future accredited training arrangement would need its own record-keeping rules; this policy does not promise accreditation or apply unverified RTO duties to Academy records.
The Academy will retain anonymous aggregate statistics, such as monthly enrolment totals and course completions, after account deletion. These statistics contain no names, email addresses or other personal details.