Data Retention Policy

This policy explains how long Panoralink Business Solutions (pvt) Ltd (PV 00286766) keeps personal data collected through the OneLMS platform, including the clazz.lk marketplace and the teacher and institute school sites, and how retention interacts with your right to deletion. It matches the table in our Privacy Policy.

1. Principle

We keep personal data only for as long as necessary for the purpose it was collected, or for as long as the law requires.

2. Retention Periods

• Account and profile details — While your account is open, and for 12 months after it is closed. Then deleted or made anonymous.
• Financial, payment, payout and tax records — 6 years after the transaction or the end of the relationship, whichever is later (legal requirement).
• Identity and bank verification for teacher payouts (NIC or passport, bank details, KYC checks) — 6 years after the end of the relationship (legal requirement).
• Records of what you accepted (document, version, date and time, IP address, guardian approval) — While your account is open, and for 6 years after it is closed, so we can prove what was agreed.
• Class and student records held for a teacher or institute (enrolments, attendance, marks, quiz results, class messages and comments) — For as long as the teacher or institute keeps the class, and no longer than 12 months after its account is closed. The teacher or institute decides within that limit.
• Class recordings and teacher materials — Until the teacher deletes them or closes the account, plus any time needed to keep access for students who already bought them.
• Sign-in and device records (IP address, device, login history) — 12 months from the sign-in.
• Security and audit records of financial or administrative actions — 6 years.
• Support requests — 3 years after the request is closed.
• Moderation and safety reports, including copyright notices — 6 years after the report is closed, so we can show enforcement history and help the authorities.
• Marketing choices — Until you withdraw. We then keep a short record of the withdrawal so that we do not contact you again.
• Cookie choice — Stored on your own device until you clear it or change it, and recorded by us as proof of your choice.

3. Records Held for Teachers and Institutes

Each teacher or institute is the controller of its own class and student records, and we hold them on its behalf. The teacher or institute decides how long to keep them, within the limit in the table above. When a teacher or institute account closes, we return or delete those records as set out in the Data Processing Addendum.

4. Deletion vs. Retention

You may ask us to delete your personal data. We will honour valid requests, except where we are legally required to retain certain records — in particular financial and KYC records. In those cases we retain or anonymise only what the law requires and delete the rest. When a retention period ends, we delete or anonymise the data. Copies in backups are overwritten in the normal backup cycle.

5. Legal Holds

If we are told about a legal claim, a complaint or an investigation, we may keep related records for longer, only for as long as that matter needs them.

6. How to Request Deletion

You can request account deletion from your account settings where available, or by contacting support@onelms.lk. We answer within one month. If a guardian asks to delete a child's account, we will verify the guardian first. See Guardian Consent.

Governing Law & Regulatory Framework

This document is intended to comply with the laws of the Democratic Socialist Republic of Sri Lanka, including, where relevant, the Personal Data Protection Act No. 9 of 2022 and the Financial Transactions Reporting Act No. 6 of 2006.

These terms are governed by the laws of the Democratic Socialist Republic of Sri Lanka. The parties will first attempt in good faith to resolve any dispute by negotiation; failing that, the courts of Colombo have exclusive jurisdiction, save that any dispute may instead, by agreement of the parties, be referred to arbitration under the Arbitration Act No. 11 of 1995, seated in Colombo and conducted in English. Nothing in this clause limits any right or remedy a consumer has under the Consumer Affairs Authority Act No. 9 of 2003.

Contact

Questions about this document, and any privacy request, can be sent to our privacy contact: email support@onelms.lk, phone 011 715 7712. This document is issued by Panoralink Business Solutions (pvt) Ltd (PV 00286766) ("we", "us", "our"), the operator of the OneLMS platform, including the clazz.lk marketplace and the teacher and institute school sites.