School documents · Pack 2026-08-29

Retention and deletion

How long data stays, and how schools get it out.

Who it is for: DPOs and SBMs
How to access it: Public. The school still sets its own retention policy and must export or request deletion to match it.

This pack describes how Five Wells Education designs and operates the platform so schools can complete their own due diligence. It is not legal advice. The school remains the data controller for pupil and staff data it places in the product. A solicitor or DPO should review processing before go-live.

During the subscription

Data remains while the school tenant is active. Staff can remove pupils and other accounts through in-product admin tools, subject to role permissions.

SEND Tracker EHCP source text

Schools can purge stored EHCP source excerpts after IEP targets exist (default on). Targets, progress, and provision records remain so staff can evidence support. This reduces how long full EHCP wording sits in the tenant.

Exports

School administrators can download school-scoped CSVs (students, teachers, parents, links, credits, certificates) from Data export. Those files become the school’s copies and follow the school’s retention rules.

End of contract

The school should export what it needs, then ask Five Wells to delete the tenant. Backups held by infrastructure sub-processors expire on those vendors’ cycles. Five Wells will not keep a school tenant “for interest” after a confirmed offboard.

Website enquiries

Sales enquiries are retained as needed to respond and for a limited follow-up period, then deleted or anonymised.

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