Data Retention & Account Deletion

How long information is kept

We retain information to provide the service and meet applicable legal, billing, security and dispute-related requirements. The appropriate period depends on the type of information, the purpose it serves, your account status, any deletion request and any legal requirement to keep it.

Information should be deleted or de-identified when it is no longer needed for a permitted purpose. A period applicable to tax records or security logs does not automatically justify retaining all of a learner’s private content.

Active accounts and membership cancellation

Learning records and saved content remain associated with the account while needed to provide its features. Cancelling renewal does not automatically delete the account or learning history; paid access ends according to the subscription’s terms.

If you want information removed, use the available deletion controls or make a privacy request. Keeping information after cancellation does not guarantee paid features or access will remain available indefinitely.

Archiving and deleting individual records

Archiving a learner or document keeps its information so it can be restored or referred to later. Archiving is not deletion.

Available controls can remove individual records, documents or learner profiles from the app. Removing a document record is not necessarily the same as erasing the underlying stored file or every related generated output. Contact us if you need a complete file-erasure request or help identifying related records.

Account deletion

Use Account Settings to start account deletion and read the confirmation carefully. You can also email a deletion request if you cannot sign in or do not accept an updated agreement.

Account deletion involves removing relevant account and learner records within KaN and stopping an associated subscription. If either step cannot be completed, it must not be treated as confirmed complete. Keep any confirmation and contact us about an unresolved step.

Deletion of app records can require additional follow-up for uploaded files, service-provider records and backups. We will assess those items and any lawful retention requirements, and can explain what has been removed, what is pending and what must be kept.

Records that may need to be retained

Certain information may need to remain for financial and tax requirements, a legal obligation, a privacy or security incident, or the establishment, exercise or defence of a legal claim. This can include relevant payment records, acceptance records and the record of a deletion request.

Where retention is necessary, it should be limited to the information and period appropriate to that purpose, with access restricted. A need to retain a billing or acceptance record does not automatically require retaining the learner’s work or complete reports.

Health information may be subject to additional requirements. We assess applicable obligations before promising erasure of records that law requires to be kept.

Files, backups and provider copies

Cloud file storage and provider backups are separate from the app’s visible records. Removing a visible record is not a guarantee of immediate erasure from every storage location.

Where deletion requires a provider request or a backup lifecycle to complete, we will manage the request and seek confirmation appropriate to the circumstances. We will explain any provider retention or technical restriction that affects completion of a request.

If a backup is restored, information previously marked for deletion must be considered again so that the restoration does not become permission for unrelated continued use.

AI outputs and changed permissions

Turning an AI-context permission off affects future processing governed by that setting. It does not undo analysis already performed or automatically remove earlier saved summaries, plans, reports or other outputs.

When requesting deletion, tell us if related outputs should also be considered. Information already sent to a processing provider may need separate handling under the applicable provider arrangements and law.

Copies outside KaN

KaN cannot automatically recall files you downloaded, emails you sent, reports provided to another person or images you posted elsewhere. Those copies may be held by you, recipients or other providers under their own responsibilities.

Requests and confirmation

Use Account Settings → Legal & Privacy or the contact details on the Contact & Privacy Complaints page. Include enough information to identify the account or record without sending unnecessary sensitive material.

We may verify identity or authority before acting. We will respond within applicable legal timeframes or otherwise a reasonable period, and explain any restriction or lawful retention requirement. You can request written confirmation of the scope and status of deletion.