Student data: privacy, retention & deletion

Effective September 11, 2026; browser-storage and scope clarifications updated November 5, 2026. This notice explains our student-data retention controls; it supplements our cookie information. School-managed accounts also have a separate School privacy notice covering school data, providers, authorized use, requests and lifecycle controls. The family inactivity and warning periods below are unchanged.

What we keep and why

Student accounts store a display name, login username, a salted password hash, learning activity and answers, lesson/project progress, typing performance, achievements, rewards and character/preferences data. These records support sign-in, personalized learning and parent progress review. Parents should use a nickname rather than a child's full legal name and avoid entering unnecessary personal details in learning work. Optional visitor analytics are not collected when an account session cookie is present.

Family learning records also include starting-assessment responses, reading and practice preferences, private portfolio text and submitted versions, and adult feedback and grading settings. Portfolios do not publish student work or upload external files. Do not include passwords, personal contact details, or information about other children in submissions.

Current family pages hold account and learning records in the open tab's memory and save authenticated changes to the service; they do not save those records in localStorage. Device and sign-in preferences, including an optional remembered login name, can remain in browser storage. Save work successfully before closing a tab. Older versions may have left family and learning copies in this browser. Updated pages try to clear those stored copies and can hold unsynced work temporarily in memory for the matching authenticated parent to review and download; they do not automatically upload it. Recovery excludes student profiles that are absent from the current account. Reload or close older tabs and clear this site's data on shared devices.

Family accounts: 12 months of inactivity, with advance warning

We keep student profiles while the family uses the service. If neither a parent nor a student uses an authenticated account for 12 consecutive calendar months, the student logins, profiles and learning records are scheduled for permanent deletion. We send a notice to the parent's registered email and add an in-account notification at least 30 days before scheduled deletion. If the email service does not accept the warning, deletion is held and delivery is retried. Email acceptance does not guarantee inbox delivery: please keep your parent email current and check spam folders.

Signing in as a parent or student cancels pending inactivity deletion and starts a new 12-month period. We queue a cancellation email and show a confirmation in the parent account. Parents can download records before deletion. Existing families start their first tracked inactivity period when this policy is introduced; old records are not immediately deleted based on uncertain historical activity. New families start at registration.

Parent review, download and deletion

Sign in to the parent account and open Privacy & Student Data to download a student's saved information or permanently delete that student's login and learning records from the live account database. Both controls require your current parent password. Deletion requires typing a confirmation phrase, removes the student login and its sessions, and is free. It is separate from the optional paid progress-reset feature. Deleting the login stops that account's future learning-record collection; separate copies and parent/provider records are handled as described below.

A deleted student cannot sign in. The parent account and family purchase entitlement remain. A new student profile in the live account starts without the deleted learning history. A confirmation email is queued and a notice appears in the parent account. Updated pages coordinate account changes across open tabs and discard deleted profiles when they receive the current server state. Older tabs, other devices and downloaded files can still hold earlier copies; server deletion is not proof those copies have been erased. Previously downloaded files are under your control; please delete local copies you no longer need.

School classroom accounts

See the School privacy notice for the full school-managed service notice and contact information. School enrollment is disabled until an operator verifies the district's authorization, permitted access, and retention and backup-handling process. A school account is separate from a family account. The classroom workspace stores a district-approved display name, username, password hash, class membership, activity dates, topic worksheet work, written responses, and teacher feedback. It does not request a student email address, birth date, or home address. Classroom records are available to the student and appropriately scoped teachers and school or district administrators, not other students or the public.

The verified district's inactivity period is displayed in the classroom. Scheduled cleanup removes live student records and sign-in sessions after that period without student activity. The family 12-month schedule and parent-email warning process do not apply to these separate classroom records. Authorized staff can export a student's work or delete the student's login and live learning records. Parents seeking access, correction, or deletion can contact their school or Keyboard Hero Support. Retaining an export or handling a hosting backup remains a separate responsibility; activating a classroom does not certify that every privacy obligation has been met.

Records kept separately

Parent account and necessary payment/transaction records are not erased by student deletion. We remove the deleted student's association from our payment records while retaining the purchase record for account access, refunds, disputes and financial obligations. Minimal retention and deletion notices contain no student names or learning work and have a one-year cleanup schedule, except an outstanding warning needed to complete the notification process safely. Cleanup failures can delay removal and require operator follow-up.

Scope and service providers

These automated deletion controls apply to the live Keyboard Hero account database. Copies in older browser storage, open tabs or device memory, hosting backups, infrastructure logs, support emails, parent exports and payment-provider records require separate handling; they are not represented as instantly erased by the account button. Contact us for a complete deletion request, including those copies. We use Render for hosting, Hostinger for account emails and Stripe for payments. No child profile details or learning records are included in retention notification emails.

For privacy questions, parental-access help or deletion requests, email Support@keyboardhero.site. This retention policy does not replace any required parental-consent process, direct parental notice or other applicable children's privacy obligations.