Ad-Din Data Retention & Offboarding Policy

Applies To: Ad-Din customers whose subscription is ending, being cancelled, or otherwise terminated.

Ad-Din is committed to supporting organizations through an orderly and transparent transition when they choose to discontinue their Ad-Din subscription.

This policy outlines the process for accessing, exporting, and retaining organizational data during the transition period. It is intended to provide customers with a reasonable opportunity to retrieve the information they require for their records, compliance, and transition to another platform.

Customers are responsible for reviewing their information and exporting any data and records they wish to retain outside of Ad-Din.

Ad-Din provides built-in export capabilities for key Student Information System (SIS) and operational data, including applicable student and organizational information. Customers should use the available export functionality to retrieve the information they require for future reference or migration to another system. You will find export button in various modules e.g. below.

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Some of our Reports also provide export capabilities that you can explore to your needs.

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Customers are encouraged to begin reviewing and exporting their information before the end of their subscription whenever possible.

Historical report cards represent the finalized academic outcomes of students for their respective terms.

Ad-Din provides functionality for organizations to distribute and retain these records, including the ability to Download All report cards and to send or CC copies by email at the time of distribution.

Organizations are responsible for retaining copies of finalized report cards and other records they wish to maintain independently of the Ad-Din platform.

Customers should ensure that any historical report cards or other finalized records they are required to retain have been downloaded and securely stored as part of their offboarding process.

Following the end of a customer's subscription, Ad-Din will provide a 30-day transition period during which the customer may retain limited access for the purpose of completing required data exports and downloads.

The 30-day period is provided to facilitate the orderly retrieval of customer data and records and is not intended to constitute an extension of the customer's active Ad-Din service or subscription.

Customers are responsible for completing their required exports, downloads, and verification of records within this 30-day period.

To avoid unnecessary subscription charges during the transition period, customers may reduce their subscription to the minimum access required to complete their exports.

Ad-Din recommends that customers:

1. Unassign users who no longer require access.

2. Reduce the subscription to one administrator account.

3. Use the remaining administrator account to complete required exports and downloads.

4. Cancel the remaining administrator subscription once all required data has been retrieved and verified.

This approach allows the organization to maintain the necessary administrative access during the transition without continuing its previous subscription count.

To learn more about Subscription Management click here: How Ad-Din Subscriptions Works

Customers are responsible for determining which information and records they are required to retain based on their organization's applicable operational, regulatory, legal, financial, academic, and record-keeping requirements.

Customers should:

• Review the data available in Ad-Din before the end of their subscription.

• Complete all required exports and downloads.

• Verify that exported files and records are complete and accessible.

• Maintain appropriate backups of exported information.

• Securely store retained records in systems or repositories controlled by the organization.

Ad-Din recommends that customers complete this review well before the end of the 30-day transition period.

At the conclusion of the 30-day transition period, customer access to the Ad-Din environment may be discontinued in accordance with the customer's subscription termination and Ad-Din's applicable data-retention practices.

Customers should not rely on continued access to the Ad-Din platform after the 30-day transition period and should ensure that all required information has been exported and securely retained before the period expires.

Any additional data retrieval, export assistance, reporting, technical support, or other services requested after the 30-day transition period will be treated as a professional service and billed at a rate of $150 CAD per hour.

Where additional assistance is requested, Ad-Din will first review the requirements and provide an estimated scope, effort, and cost for customer approval before any billable work begins.

Customers can avoid these additional service charges by completing all required exports and downloads within the standard 30-day transition period.

Ad-Din's standard export functionality is designed to allow customers to independently retrieve the applicable SIS and operational information available as is through the platform.

If a customer requires assistance on the standard self-service functionality, such services may be subject to the $150 CAD per hour professional service rate described in this policy.

Any applicable scope and estimated cost will be communicated to the customer for approval before work begins.

Ad-Din recommends the following process when transitioning to another platform:

1. Review the organization's current and historical records.

2. Export applicable SIS and operational data using Ad-Din's available export functionality.

3. Download historical report cards and other finalized student records that the organization wishes to retain.

4. Verify that exported files and downloaded records are complete and accessible.

5. Identify any additional records the organization needs to retain.

6. Reduce the subscription to one administrator account if additional access is required during the transition.

7. Complete any remaining data exports and downloads.

8. Verify that all required records have been securely retained.

9. Maintain only the minimum required administrative access.

10. Cancel the remaining administrator subscription once the transition is complete.

11. Access may be discontinued in accordance with Ad-Din's applicable data-retention practices.

12. Any additional retrieval or assistance requested after the transition period will be subject to the $150 CAD/hour professional service rate and prior approval of the estimated scope and cost.

Ad-Din's data retention and offboarding process is designed to provide customers with a clear, reasonable, and transparent opportunity to retrieve and retain their organizational records when transitioning away from the platform.

Customers are encouraged to begin the export process early, utilize Ad-Din's available self-service export and download capabilities, and verify their retained records before the end of the 30-day transition period.

The responsibility for determining which records must be retained and maintaining those records after the transition ultimately rests with the customer organization.

Ad-Din remains committed to making the transition as straightforward as possible while maintaining a clear and sustainable data-retention and service framework.