This appendix forms part of the Brain-Shot Academy privacy hub.
Privacy hub documents: Main Privacy Notice, Cookie Policy, Cookie Inventory, Processor Appendix, International Transfers Appendix, Retention Appendix, Legal Bases Matrix, and Required and Optional Data Matrix.
It explains the main retention rules used across the Brain-Shot Academy platform. Because this is a hub appendix, it uses category-level retention periods and criteria rather than a field-by-field schedule.
1. General approach
Brain-Shot Academy follows a minimum-necessary retention approach.
In general:
- we keep personal data only for as long as needed for the relevant purpose
- if you have an account with us, most account, service, and learning records are kept while the account remains active
- after you actively close an account, or after an active relationship otherwise ends, we may keep relevant data for up to 30 days where needed for continuity, support, security, deletion processing, or rights protection
- where data must be kept by law, we keep it for the legally required period
- where appropriate, we may delete, anonymise, aggregate, or otherwise de-identify data instead of keeping it in directly identifiable form
2. Main retention categories
| Data category | Main retention rule |
|---|---|
| Account, identity, profile, entitlement, and core service records | Usually kept while the account or active service relationship continues, plus up to 30 days after active account closure or relationship end where needed for continuity, support, security, deletion processing, or rights protection |
| Learning, progress, completion, participation, and related learner records | Usually kept while the account or learning relationship continues, plus up to 30 days after active account closure or relationship end where needed for academic continuity, support, security, deletion processing, or rights protection |
| Purchases, billing, accounting, tax, audit, and similar financial records | Kept for at least the period required by applicable law and longer where needed for audit, dispute, claims, or legal-hold purposes |
| Support, communications, operational notes, and continuity records | Kept for as long as needed for the support, continuity, evidential, or service-administration purpose |
| Security, fraud-prevention, audit, and platform-protection records | Kept for as long as needed for the relevant integrity, abuse-prevention, evidential, or protection purpose |
| Consent, unsubscribe, and preference records | Kept for as long as needed to demonstrate and respect the relevant choice |
| Analytics and similar measurement records | Kept only for as long as needed for the relevant measurement, reliability, security, or improvement purpose; some data may be aggregated, anonymised, or deleted earlier |
3. Group recordings
Where group recordings are used for a recurring group:
- recordings are kept through the life of that recurring group training
- once the final recording for that group has taken place, the 150-day deletion countdown begins
- all recordings for that group are then deleted when that 150-day period ends
After that, recordings are deleted unless a specific legal, evidential, or exceptional operational reason requires a longer retention period.
4. Financial and legally required records
Financial and legally required records are not described in the public policy as being kept “indefinitely”.
Instead, Brain-Shot Academy keeps them:
- for the period required by applicable accounting, tax, audit, and similar legal obligations
- and longer if necessary to establish, exercise, or defend legal claims, comply with a legal hold, or meet another binding legal requirement
For Swiss business records, the general baseline is ten years from the end of the relevant financial year.
5. Service-specific schedules
Some Brain-Shot Academy services or systems may have more specific service-level retention rules where the function requires it. Where a more specific service-level schedule applies, that more specific rule supplements this hub appendix for that service.
6. Contact
If you have questions about retention relevant to your use of Brain-Shot Academy, please contact:
Brain-Shot Academy AG
Birsstrasse 320
4052 Basel
Switzerland
privacy@brain-shot.academy