Collinear is committed to transparent and responsible data management practices. This guide explains how we handle your data throughout its lifecycle, from collection to deletion, and outlines the controls available to you for managing your information.

Data Collection and Storage

Understanding what data we collect and how it’s stored:

Types of Data We Collect

• Account Information: Basic details needed to create and manage your account.
• Assignment Data: Uploaded assignments, student submissions, and grading information.
• Usage Data: Information about how you interact with our platform.
• Analytics Data: Aggregated performance metrics and educational insights.

How We Store Your Data

1. Secure Infrastructure: All data is stored on secure servers in Australia.
2. Encryption: Data is encrypted both in transit and at rest using industry-standard protocols.
3. Data Isolation: Your school’s data is logically separated from other institutions’ data.
4. Backup Systems: Regular backups ensure data can be recovered in case of system failures.

Data Retention Policies

Our approach to how long we keep your data:

Standard Retention Periods

• Active Account Data: Maintained as long as your account remains active.
• Assignment Data: Typically retained for the duration of the academic year plus one additional year.
• Archived Data: May be moved to secure archive storage after the standard retention period.
• System Logs: Retained for a limited period (typically 90 days) for security and troubleshooting.

Customizable Retention Settings

1. School-Level Controls: School administrators can set custom retention policies.
2. Class-Level Settings: Retention periods can be adjusted for specific classes or courses.
3. Assignment-Level Options: Individual assignments can be marked for extended retention or early deletion.
4. Automatic Archiving: Configure automatic archiving based on date or academic period.

End-of-Year Processes

Managing data transitions between academic years:

Year-End Data Management

• Class Archiving: Tools to archive completed classes while maintaining access to records.
• Batch Operations: Efficiently manage data for multiple classes or students.
• Selective Retention: Keep important benchmark assessments while archiving routine assignments.
• Fresh Start Options: Clear certain data types while preserving others for the new academic year.

Academic Continuity

1. Student Progression: Transfer student data between grade levels or courses.
2. Teacher Transitions: Manage data access when teachers change roles or responsibilities.
3. Curriculum Alignment: Preserve exemplars and assessment data for curriculum development.
4. Historical Reporting: Maintain access to historical performance data for long-term analysis.

Data Export Options

How to export your data from Collinear:

Available Export Formats

• CSV/Excel: Structured data exports for analytics and record-keeping.
• PDF: Formatted reports and student work with annotations.
• JSON/XML: Machine-readable formats for integration with other systems.
• Bulk Export: Comprehensive data packages for complete records.

Export Procedures

1. On-Demand Export: Export specific data sets whenever needed.
2. Scheduled Exports: Set up regular automated exports.
3. Selective Export: Choose specific data types or date ranges to export.
4. Export Notifications: Receive alerts when large exports are ready for download.

Data Deletion

Understanding how data deletion works:

Deletion Methods

• Selective Deletion: Remove specific items while retaining others.
• Batch Deletion: Delete multiple items based on criteria like date or type.
• Account Closure: Process for deleting data when closing an account.
• Automatic Deletion: Configure rules for automatic deletion after retention periods expire.

Deletion Verification

1. Deletion Confirmation: Verification steps to prevent accidental deletion.
2. Deletion Reports: Documentation of what was deleted and when.
3. Recovery Period: Limited window during which recently deleted data may be recoverable.
4. Permanent Deletion: Process and timeline for when data becomes permanently unrecoverable.

Legal and Compliance Considerations

How we handle data in relation to legal requirements:

Regulatory Compliance

• Educational Privacy Laws: Compliance with relevant educational data privacy regulations.
• Data Protection Standards: Adherence to general data protection principles and standards.
• Records Retention Requirements: Consideration of legal requirements for educational records.
• Cross-Border Data Transfers: Policies regarding data transfer between different jurisdictions.

Legal Requests

1. Data Access Requests: Process for handling formal requests for data access.
2. Legal Holds: Procedure for preserving data subject to legal proceedings.
3. Parental Access: Protocols for providing parents with access to their children’s data.
4. Regulatory Inquiries: How we respond to inquiries from regulatory authorities.

Administrator Controls

Tools available to school administrators:

Data Management Dashboard

• Overview Visibility: See what data is stored across your institution.
• Usage Metrics: Monitor data storage usage and trends.
• Policy Management: Set and update data retention policies.
• Access Controls: Manage who can access, export, or delete different types of data.

Administrative Actions

1. Bulk Operations: Perform data management actions across multiple users or classes.
2. Audit Logs: Review logs of data management activities.
3. Policy Enforcement: Ensure compliance with your institution’s data policies.
4. Emergency Controls: Special tools for urgent data management situations.

For more detailed information about our data practices or assistance with specific data management needs, please contact our security team at security@collinear.app.