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- Data Updates
- Reminder: Important Upcoming Student Retention Deadline
Please ensure all expired Student records are removed from the database using the Retention Tool by 5 PM on Thursday 31st October 2024
Last month, we published a Data Update alerting members to the annual HEAT Student Retention Deadline, requesting any ‘expired’ Student records are removed from the database.
Student records move into the database Retention Tool each year on the 1st September if they fulfil the criteria for expiration, as set out in the HEAT Data Retention Schedule. This update also explained the HEAT Retention process, and our requirements for compliance. Please see our previous update for more information.
Retention and Duplicate Cleaning Deadline
We kindly ask members delete any expired Student records in the Retention Tool by 5PM on Thursday 31st October 2024.
We have been in contact with members who have records that require deletion. Members can choose to export the records from the Retention Tool before deleting them if they are using a retention period which is longer than the HEAT period. Those exported records can then be saved locally by the member in line with their own data compliance systems with regard to GDPR. Once exported, those records are no longer covered in any way by the Legal Agreement between HEAT and the member.
Important: We will email Legal Leads with records still in the Retention Tool after the last working day of October 2024 to inform them that their organisation is in breach of the HEAT Legal Agreement through non-compliance with GDPR.
More information and tips for using Retention Tool can be found by reading our Data Cleaning and Management User Guide on File Store (members only).
Should you have any queries about deleting your Student records using the Retention Tool, please contact HEAT Support for assistance.
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