Data Retention Policy for InsightReply

Effective Date: March 14, 2024

Introduction (“InsightReply”, “we”, “us”, or “our”) is committed to the responsible collection, use, and retention of personal information and data collected from our users and stakeholders. This Data Retention Policy outlines our approach to retaining the personal data we collect, in compliance with applicable laws and for the purposes of providing and improving our services to schools and community organizations.


The purpose of this policy is to ensure that InsightReply:

  • Retains personal data for the minimum time necessary for legal, regulatory, and operational purposes.
  • Disposes of data that is no longer needed in a secure and timely manner.
  • Complies with applicable legal, tax, and regulatory requirements regarding data retention.


This policy applies to all personal data processed by InsightReply, including data collected through our website, services, and any related communications.

Data Retention Principles

InsightReply adheres to the following principles regarding data retention:

  1. Minimization: We only retain personal data for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
  2. Security: Personal data is securely stored and managed throughout its lifecycle, with appropriate security measures to prevent unauthorized access, disclosure, alteration, or destruction.
  3. Disposal: When personal data is no longer needed, it is securely deleted or anonymized, so it cannot be reconstructed or read.

Data Retention Periods

The retention period for personal data depends on the type of data and the purpose for which it was collected. Below are general guidelines for data retention periods:

User Data

  • Account Information: Retained for the duration of the user’s account with InsightReply and for a period of 8 years after account closure, to comply with legal obligations and resolve disputes.
  • Feedback and Responses: Retained for 10 years after collection to analyze trends and improve our services, unless a longer retention period is required by law.

Website and Communication Data

  • Cookies and Tracking Data: Retained in accordance with our Cookie Policy.
  • Email Communications: Retained for 2 years from the date of communication for record-keeping and to ensure effective customer service.

Financial Data

  • Transaction Records: Retained for 8 years to comply with tax and accounting laws.


In certain cases, we may retain personal data for longer periods as required by law, regulation, or government order, or for legitimate business purposes, such as dispute resolution and enforcement of our agreements.

Data Review and Deletion Process

InsightReply regularly reviews the data it holds to ensure compliance with this policy. Data that has exceeded the retention period and is no longer required for legal or operational reasons is securely deleted or anonymized.

Changes to This Policy

InsightReply reserves the right to update this Data Retention Policy at any time. We will notify users of significant changes through our website or through direct communication.

Contact Us

If you have any questions about this Data Retention Policy, please contact us at

This Data Retention Policy was last updated on March 14, 2024.